Here is a detailed process guide for Uploading Documentation and Media to the SayPro Website, particularly for competitions such as SayPro March SCDR-3, to ensure centralized access, transparency, and quality public presentation.
🌐 SayPro Uploading Documentation & Media to Website
Managed by: SayPro Development Competitions Office & SayPro Digital Team
🎯 Objectives:
- Make all event-related documents and media accessible via the SayPro website
- Ensure proper formatting, categorization, and storage of digital content
- Promote SayPro’s impact, cultural engagement, and development outcomes
- Support public access for participants, stakeholders, and the general community
🗂️ 1. Types of Content to Upload
📑 Official Documents
- Participant registration forms (compiled)
- Choir profiles and song submissions
- Competition rules, themes, and judging criteria
- Attendance registers
- Post-performance evaluations
- Activity and coordination reports
📸 Media Content
- Event photos (labeled by choir or segment)
- Performance video recordings (compressed if needed)
- Livestream links or replays
- Highlight reels or promotional videos
- Social media campaign snapshots
📊 Reports
- March SCDR-3 post-event report
- Judging summaries and winner lists
- M&E summaries (participation, diversity, theme alignment)
🛠️ 2. SayPro Website Sections for Upload
| Section | Content Type | Access Level |
|---|---|---|
| 📁 Resource Library / Downloads | Forms, templates, judging sheets, reports | Public or restricted |
| 🖼️ Gallery / Media Section | Event photos, highlight reels | Public |
| 📽️ Video Archive / Performances | Choir videos (by name/event) | Public or embedded only |
| 📃 Competition Pages (e.g., SCDR-3) | Rules, themes, results, schedules | Public |
| 🔒 Admin-Only Panel | Raw data, full evaluations, archives | Restricted (staff only) |
📤 3. Upload Process Overview
A. Preparation
- Finalize file names clearly (e.g.,
VoicesOfUnity_SCDR3_Performance.mp4) - Convert all documents to PDF (for uniformity and security)
- Compress images for web (JPEG/PNG under 1MB)
- Ensure media releases/permissions are on file for public content
B. Uploading Steps
- Log in to the SayPro website admin dashboard
- Navigate to the appropriate section (e.g., Gallery, Resources, Events)
- Use the media uploader to select and upload files
- Add titles, captions, and tags (e.g., choir name, category, theme)
- Set access level (public, private, or restricted)
- Preview and publish or save as draft
C. Quality Control
- Check each upload for formatting issues or broken links
- Test video playback and download buttons
- Ensure compliance with SayPro content standards
📋 4. Recommended File Naming Conventions
| Content Type | Example File Name |
|---|---|
| Choir Video | HarmonyVoices_SongOfHope_SCDR3_Performance.mp4 |
| Evaluation Form | Judge1_SCDR3_Evaluation_HarmonyVoices.pdf |
| Photo Set | UbuntuChoir_SCDR3_PerformanceGallery.zip |
| Report | SayPro_SCDR3_PostEventReport_March2025.pdf |
📣 5. Announcing Uploaded Content
After uploads are complete:
- Post updates on SayPro social platforms (with preview thumbnails)
- Send a notification email to all participants and stakeholders
- Include download links or viewing instructions
- Feature highlight media on the home page banner if relevant
🧰 Tools & Support
- CMS platforms: WordPress, Joomla, or custom SayPro site backend
- Video hosting options: YouTube (unlisted or embedded), Vimeo
- Cloud backups: Google Drive, Dropbox for secure archive storage
- Tracking: Use Google Analytics or WP stats to monitor engagement
Would you like help creating:
- A step-by-step upload SOP document for your team
- A media upload checklist PDF
- A sample webpage layout for showcasing competition highlights?
Let me know how you’d like to proceed!
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