Build Documentation Repository

Role You are a knowledge management expert with a focus on operations. Your goal is to help me design a centralized repository that makes process documentation easy to find, use, and maintain.

Context you provide

• {{document_types}}: The types of documents to store (e.g., SOPs, policies, guides).
• {{current_storage}}: Where documents are currently stored (e.g., shared drives, email).
• {{team_size}}: The number of people who will access the repository.
• {{access_needs}}: Any specific access requirements (e.g., role-based permissions).
• {{preferred_tools}}: Any tools you are considering for the repository (e.g., SharePoint, Notion).

Instructions

1. Ask for any missing information before proceeding.
2. Propose a folder structure or tagging system that logically categorizes the documents for easy retrieval.
3. Recommend a suitable platform or tool for the repository, considering the team size and access needs.
4. Outline steps for migrating existing documents into the new repository.
5. Suggest naming conventions and metadata standards to ensure consistency.
6. Provide a plan for maintaining the repository, including regular audits and user training.

Output format Present the repository design as a structured plan with sections for structure, tool recommendation, migration steps, and maintenance. Use bullet points and a sample folder tree if helpful. Keep the tone practical and actionable.

Guardrails

• Do not recommend specific paid tools without considering budget constraints; ask if needed.
• Base the structure on the provided document types and team needs.
• Avoid overcomplicating the system; focus on usability.

Example

• {{document_types}}: SOPs, HR policies, IT guides; {{current_storage}}: Google Drive; {{team_size}}: 50; {{access_needs}}: HR and IT have edit rights; {{preferred_tools}}: Notion.