SOP: Repository Maintenance

1. Purpose

The purpose of this SOP is to ensure that all sales enablement assets (proposals, case studies, decks, brochures, trackers) are stored, organized, and maintained in a central repository for easy access, version control, and compliance.

2. Scope

This SOP applies to:

  • All Sales, Pre-Sales, Delivery, and Marketing assets used in the sales cycle.
  • Sales Ops and Marketing teams responsible for managing repository structure.
  • Sales Representatives and Managers accessing or contributing to repository content.

3. Definitions

  • Repository: Central digital library (SharePoint, Google Drive, CRM, or DAM system) for storing approved sales assets.
  • Version Control: Process of maintaining the latest version of assets while archiving outdated ones.
  • Tagging/Indexing: Categorization of assets for easy retrieval by type, industry, or use case.

4. Step-by-Step Process

A. Repository Structure

  1. Repository must be organized into top-level folders:
    • Proposals (templates, approved proposals)
    • Case Studies
    • Decks & Presentations (Master Decks, Custom Decks)
    • Brochures & One-Pagers
    • Trackers & Templates
    • Archived Assets
  2. Each folder must have a README/index file explaining usage.

B. Upload & Tagging

  1. All new/updated assets uploaded within 48 hours of approval.
  2. Naming convention:
    • AssetType – Client/Use Case – Version – Date
    • Example: “CaseStudy – ABCFintech – v2 – Aug2025”.
  3. Tag asset with:
    • Industry (e.g., Fintech, Healthtech)
    • Asset Type (Case Study, Deck, Template)
    • Owner/Creator

C. Version Control

  1. Outdated assets moved to Archived Assets folder.
  2. Latest version clearly labeled “Final” or “Approved”.
  3. Maintain changelog file for significant updates (date, owner, summary of change).

D. Access & Permissions

  1. All Sales & Pre-Sales staff have read-only access to repository.
  2. Only Marketing & Sales Ops may upload/edit/delete.
  3. Delivery Managers may contribute drafts, subject to Marketing approval.
  4. Permissions reviewed quarterly.

E. Periodic Maintenance

  1. Sales Ops conducts monthly check:
    • Remove duplicates.
    • Archive outdated material.
    • Validate file naming compliance.
  2. Quarterly review with Head of Sales & Marketing to refresh core templates and decks.

5. Roles & Responsibilities

  • Sales Ops: Maintains repository structure, version control, tagging.
  • Marketing: Approves design/branding of assets, ensures repository hygiene.
  • Sales Rep: Uses only approved assets; requests updates via Asset Request SOP.
  • Delivery Manager: Provides input for technical accuracy of assets.
  • Head of Sales/Marketing: Provides oversight and governance.

6. Governance, Violations & Consequences

  • Uploading assets without approval → immediate deletion + warning.
  • Using outdated/archived assets → non-compliance, flagged in performance review.
  • Repository left unmanaged → escalated to Head of Sales/Marketing.

7. Review & Ownership

  • Document Owner: Sales Ops Lead.
  • Review Cycle: Monthly hygiene check; quarterly strategic review.
  • Version Control: Repository index maintained by Sales Ops.