<aside> 👉 This page will provide best practices on creating documents, making them public, safeguarding them and making sure the right types of documentation is being used.

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How do I create a new document?

Check first to make sure a page/process for what you need doesn’t already exist. If the page does exist, please review and make the necessary updates to the existing documentation. If the page does not exist, please consider the below factors.

<aside> 🎥 Who is the final audience? Depending on where the information is headed (Notion, Zendesk, Website, etc), there may be established style guides.

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<aside> 🛠 Templates: Many templates exist in both Notion and Google. Check first to avoid starting a blank page.

1. Is this a task or project? Your team might have a place for this.
2. Is this an SOP? Your team may already have a place for this.
3. Is this country related info? Remote has a place for this. </aside>

<aside> 👋 Database creation restrictions:

1. Don’t create new people databases 🙅‍♀️
2. Don’t create new country databases 🙅‍♂️

Instead search for existing databases that contain the same kind of information.

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<aside> ✅ We want to utilize wiki formatting in Notion whenever possible to ensure:

1. All pages must have an owner
2. All pages must be verified (”Indefinitely” is fine)!
3. All pages must be tagged for data verification </aside>

How are important pages safeguarded, retired and archived?

There are several measures in place to safeguard our data, both from accidental loss and outside threats:

<aside> 🔒 We classify our documents using four levels of security sensitivity:

1. Restricted Data [Red]
2. Confidential Data [Orange]
3. Internal Data, [Yellow]
4. Public Data. [Green] </aside>

<aside> ♻️ Teamspace Location - Main determiner of which department owns the document. Departments keep their pages inside and share outward.

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<aside> ⚠️ Page Locks - Basic lock for each page to prevent accidental edits. We keep them on for most pages.

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<aside> 🔑 Notion offers flexible sharing and permissions settings that allow users to control access to pages and content. These are the five types:

• Full access: Grants all permissions: move, duplicate, edit, comment, and read.
• Can Edit: Allows the person to edit the page and its contents. Cannot move or duplicate.
• Can Comment: Allows the person to leave comments on the page, but not edit the content.
• Read Only: Allows the person to view the page, but not leave comments or edit the content.
• No Access: Private or Restricted to select users.

For most pages, we want teams to set the default permissions to “Can Comment”. This allows Remoters to have access and provides a feedback mechanism without exposing the content to accidental edits, moves, or deletions.

DO NOT SHARE WORKSPACE PAGES WITH EXTERNAL EMAILS! IT EXPOSES US TO A RISK OF UNAUTHORIZED USERS ACCESSING OUR INTRANET. IF YOU NEED THIS ABILITY, FILE AN IT SUPPORT REQUEST AND WE CAN SET UP A TEAMSPACE THAT PERMITS SECURE SHARING. For more on external sharing, click here.

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<aside> 👀 Avoid deleting if possible! When a page needs to be removed or archived:

1. Add [Archived] to the title
2. Move page into Retired Pages Staging teamspace
3. Inform stakeholders and update any backlinks with new content </aside>

What kinds of documentation do we use here?

<aside> 👉 Next, learn about 3. Communication Tools at Remote

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Culture of Documentation - Why and How?

1. Why Good Documentation is Important
2. How to Create and Manage Good Documentation
3. Communication Tools at Remote
4. Communication Standards at Remote
5. Philosophy and Additional Reading