9. Document management
- Owner
- You (solo operation)
- Trigger
- Ongoing — every procedure above generates documents that need a home.
- Approval
- Not applicable.
Confirmed — owner decision, 2026-08-24: Dropbox is the storage tool. It is the only place these documents live; stop keeping copies anywhere else.
Procedure
- Dropbox is the single source of truth for invoices, certificates, photographs, and shipment records. A copy kept outside it does not count as filed.
- Use the SKU as the first element of every filename and folder related to a specific stone (e.g.
GC-000001-certificate.pdf,GC-000001-intake-photo-1.jpg), and the purchase order reference for supplier-level documents (e.g.PO-000001-invoice.pdf). - One folder per SKU is recommended, holding everything from intake through sale: photos, certificate, invoice reference, shipment proof, and — if applicable — return/inspection notes.
- Set access rules: today, only you can view or edit. If anyone else is granted access later, default to read-only unless they specifically need to edit.
- Dropbox keeps version history automatically, so no separate manual backup routine is needed; do not disable it.
Required evidence
None — this procedure defines where the evidence required by every other procedure actually lives.