🗂️ SayPro Documentation Report – January SCDR-7

Programme: SayPro Development Royalty (SCDR)
Department: SayPro Resource Mobilisation Office
Focus Area: Documentation and Record-Keeping of Campaign Evaluation
Campaign Period: January 1 – 31, 2025

🎯 Objective of Documentation

To ensure transparency, traceability, and institutional learning, SayPro maintains a comprehensive documentation system for all fundraising campaign data. This process allows future campaign planners, auditors, and stakeholders to access verified records related to performance, feedback, decisions, and outcomes from each campaign phase.

1. 📘 Components of Campaign Documentation

The documentation framework for SCDR-7 includes the following key components:

A. Campaign Planning Files

• Campaign Objectives Document
• Budget Plan and Funding Targets
• Timeline and Activity Calendar
• Stakeholder Engagement Plan
• Communication Strategy Deck
  Storage Location: SayPro Shared Google Drive → SCDR Folder → “01_Planning_Jan2025”

B. Execution and Implementation Records

• Daily Staff Log Sheets (field and digital campaigns)
• Volunteer Sign-in and Deployment Sheets
• Digital Content Calendar and Post Logs
• Media and Event Attendance Records
• WhatsApp and Email Campaign Logs
  Storage Location: “02_Execution_Jan2025”

C. Donor and Fundraising Data

• Online Donation Reports (from payment gateway/exported spreadsheets)
• EFT and Cash Deposit Slips (scanned)
• Donor Database (Name, Amount, Date, Source, Notes)
• Donor Consent Forms for Communication
• Monthly Giving Sign-up Records
  Storage Location: “03_Donors_Jan2025”

D. Feedback and Monitoring Tools

• Google Form Responses Summary
• Voice Note Feedback Logs (transcribed and tagged)
• Interview Transcripts with Corporate and Community Stakeholders
• Event Feedback Cards (scanned PDFs)
• Social Media Poll Results (screenshot + analytics)
  Storage Location: “04_Feedback_Jan2025”

E. Campaign Reports and Evaluations

• Campaign Performance Dashboard (Excel + Visual Report)
• January SCDR-7 Full Evaluation Report
• Weekly Progress Reports (Internal Memos)
• Stakeholder Summary Report
• Recommendations Matrix for February Planning
  Storage Location: “05_Reporting_Jan2025”

2. 🛠️ Tools Used for Documentation

3. 🗂️ File Management and Access

• Naming Convention:
  Files are labeled using the format:
  SCDR7_[DocumentType]_[Date]_[Version/Author].ext
  Example: SCDR7_DonorFeedbackSummary_2025-01-31_v1.pdf
• Access Levels:
  • SayPro Directors and Managers: Full access
  • Resource Mobilisation Staff: Edit and upload rights
  • Volunteers: View-only access to public-facing content (e.g., flyers, social media schedule)
• Backups:
  Weekly backups are stored on an external hard drive and mirrored to OneDrive.
• Security Protocols:
  Sensitive donor data (e.g., payment info, contact details) is password-protected and access is limited to the finance team and the donor management officer.

4. 📋 Compliance and Institutional Use

• POPIA Compliance:
  All donor and feedback data is collected and stored in line with South Africa’s Protection of Personal Information Act (POPIA). Consent is requested during all data collection processes.
• Internal Use:
  Campaign documentation is reviewed in:
  • Monthly team reflections
  • Quarterly impact assessments
  • Year-end external audits
• Learning and Improvement:
  Reports and feedback summaries feed directly into:
  • The Strategic Fundraising Review (bi-annually)
  • The Volunteer Training Curriculum
  • The Donor Engagement Improvement Plan

5. 📚 Archived Campaign Materials

The following materials from the SCDR-7 campaign have been cataloged and stored for future use and learning:

• 32 social media creatives (JPG/PNG)
• 6 donor impact videos (MP4)
• 4 campaign newsletters (HTML/PDF)
• 2 community radio interviews (MP3/audio transcripts)
• 1 launch webinar recording (Zoom MP4)
• Event photos (sorted and watermarked)

These are stored in the “Media Archive” subfolder with metadata for quick retrieval.

6. 🗂️ Summary of Documentation Framework

✅ Conclusion

Proper documentation of the SCDR-7 campaign activities, feedback, donor data, and evaluation materials ensures SayPro maintains accountability, improves institutional memory, and enables smarter planning for future campaigns. This practice reinforces transparency, supports compliance, and maximizes organizational learning.