SOP-WI

SOP: Data Management

Data management system and top-level directory strucutre

Section	Content
Scope	General business
Description	Data management system and top-level directory structure
Owner	Managing Director
Target Audience	See “QMS.6 LIST - Read & Understood” in the folder “Read & Understood”

Table of Contents

1. Purpose
2. Scope
3. Definitions
4. Responsabilities
5. Tools and Equipment
6. Procedure
7. References

Purpose

The purpose of this document is to define a data management system which ensures data security, as well as enables data sharing and version control in an efficient and secure way.

Scope

This document lays out the general principles of data management, as well as the top-level folder architecture. Detailed folder structures related to consulting and modeling activities, as well as business related activities are described in separate documents.

Definitions

For definition of terms, see Quality Manual document, Section “Terms & Definitions”.

Responsabilities

Every collaborator is responsible for implementing the present data management system.

Tools and Equipment

Google drives, as part of Google Apps for Work, is used as supporting software to implement the data management system. Instructions for installing google drive can be found in the inventory QMS for supporting software.

Procedure

All documents should be saved on the google drive. This ensures data security and puts into place a back-up, version control and sharing system with permission control for data access. The top-level directory structure is the following:

• LYO-X
  • [customer-project name] (for all consulting and modeling activities on a given project)
  • 1_LYO-X-CRM
  • 1_LYO-X-F-FINANCES
  • 1_LYO-X-HR-MGMT
  • 1_LYO-X-OFFICE
  • LYO-X-MARKETING
  • LYO-X-ADMIN-[employee first name and last name] (for administrative purposes such as personal data or salary certificates, etc.)
  • LYO-X-EXCHANGE (for exchanging files among LYO-X associates)
  • LYO-X-HR-ASSOCIATES
  • LYO-X-PROJECT-MANAGEMENT
  • LYO-X-QMS 2023 (for all QMS documents: SOPs, inventories, lists,…)
  • LYO-X-TEST-MODEL (for implemented literature models)
  • LYO-X-UTILITIES (for internal toolbox, literature and other general matter)

The principle for documents sharing between collaborators is to share folders only on an as needed basis. According to the data security and confidentiality SOP, access to information should be limited so that only associates needing data to be able to deliver their client work, are given access to sensitive information.

The Managing Director has the full access rights and administrative rights to the document system. He also assigns access rights to the document system components on a need basis.

References

Not applicable.

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_{Copyright LYO-X AG. All rights reserved. May not be reproduced without permission. All hard copies should be checked against the current electronic version within Quality Management System prior to use and destroyed promptly thereafter. All hard copies are considered Uncontrolled documents.}