📃Document Expectations

This page contains all the expectations for documents within a department. This includes but isn't limited to, documentation created through your Google Workspace account.

Document Related Links

Freshly Shopping UK Document Template Freshly Shopping UK Slideshow Template Freshly Shopping UK Group Document Guidelines

Creation Authority

All documents created for the use of a Freshly Shopping UK department must only be created by the department's leadership team, or the Departmental Overseer. Documents created by individuals holding a rank in the department not meeting this requirement, including department members, are considered invalid and will not be recognised for any official purpose. Creating or attempting to create counterfeit documents that claim authority in a department may result in a ban from our group and Discord server.

Document Template Expectations

Each document created for the use of a Freshly Shopping UK department, whether it be a Google document or slideshow, must use our templates created by the Executive Management team. This is vital to ensure that all our documentation meets our expectations and is fluent throughout each department. You are allowed to make minor changes to the template that correspond with your department, such as changing the colour theme. This can only be done with the approval of the Departmental Overseer, and any unauthorised changes to a template will result in the document being invalid. To find all our templates, please visit the top of this page and you will see them under the 'Document Related Links' heading.

Document Copyright Protocol

By creating a file using our template through your Google Workspace licensed account, you automatically assign your copyright to Freshly Shopping UK, making us the copyright owner. This ensures that all intellectual property created for the group is legally protected, and managed under the group's branding.

Document Approval Policy

Any document created for the use of a Freshly Shopping UK department, including those branded with our logo and copyright assignment (such as forms, Google documents, and presentations) must receive direct approval from Executive Management before use or distribution within a department. Wrongful copies including direct copies, paraphrased copies, and printed copies of any documents should be reported to the Executive Management team immediately. Documents must not be shared or utilised within a department until formal approval has been granted. This policy is in place so that we can ensure all communications maintain a consistent level of quality, and adhere to our document expectations. Unauthorised creation or use of these documents may result in disciplinary action.

Document Confidentiality Requirements

Documents that utilise the Freshly Shoppig UK branding, and are intended for use within a Freshly Shopping UK department must be kept within the 'confidentiality bubble.' Such documents should not be shared with individuals outside of the designated department leadership team unless explicit permission is granted by Executive Management. This policy ensures that our internal communication, strategies and individual department's practices remain confidential are are protected from unauthorised access. Sharing these documents to unauthorised individuals without prior approval may lead to disciplinary action.

Access Permissions

All documents must have appropriate access permissions to prevent unauthorised copies and access, under a variety of circumstances. If a document is being shared within a department that does not rely on Google Workspace access, all documents relevant to the department members should be set to "Anyone on the Internet" but must include a notice on the document that unauthorised distribution of the document to individuals unable to access it may result in disciplinary action

If a document is being shared within a department that does rely on Google Workspace access, all documents must be set to either "Restricted" with access granted only to specific individuals through manual permission editing, or to "Freshly Shopping - Anyone in this group can find and view." Downloading permissions for all documents should be set according to the document type, by adjusting settings under Share -> Settings -> "Viewers and commenters can see the option to download, print, and copy," enabling or disabling this option as appropriate.