Here’s a detailed plan for SayPro Week 3: Receive and Archive First Draft Submissions, ensuring organized collection, secure storage, and easy retrieval of participants’ work.

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SayPro Week 3: Receive and Archive First Draft Submissions

Objective:

Collect first draft submissions from participants in an organized manner, ensure proper archiving for review and feedback, and maintain data security in line with SayPro’s standards.

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Step 1: Open Submission Window

• Announce the official opening of first draft submissions with clear instructions on submission format, deadlines, and portal link.
• Send reminder emails to registered participants.

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Step 2: Submission Portal Management

• Ensure the submission portal is fully functional, accessible, and capable of handling uploads (documents, multimedia).
• Provide guidelines for file naming conventions, formats, and size limits.

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Step 3: Receive Submissions

• Monitor incoming submissions daily for completeness and adherence to guidelines.
• Acknowledge receipt automatically or manually via confirmation emails.

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Step 4: Archive Submissions

• Store submissions securely in SayPro’s content management system or dedicated cloud storage.
• Organize files by participant name, submission category, and date.
• Maintain metadata records for each submission including:
  • Participant ID and contact
  • Submission title and topic
  • Date and time of submission
  • Version (first draft)

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Step 5: Track and Report

• Update a submissions tracker/log to reflect receipt status and any issues.
• Flag incomplete or non-compliant submissions for follow-up.

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Step 6: Data Protection & Compliance

• Ensure all data storage complies with SayPro GDPR & Consent Compliance policies.
• Limit access to submissions to authorized editorial and competitions team members.

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Sample Confirmation Email for Participants

Subject: Confirmation of Your First Draft Submission – SayPro Competition

Dear [Participant Name],

We have received your first draft submission titled “[Submission Title]” for the SayPro Writing & Journalism Competition. Thank you for your timely participation!

Your draft is now securely archived and will be reviewed by our editorial team in the coming weeks. We will contact you with feedback and next steps.

If you have any questions, please reach out to competitions@saypro.org.

Best regards,
SayPro Competitions Office

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Would you like me to help create a submission tracking spreadsheet, or draft reminder emails for participants who haven’t submitted yet?