<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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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.
<aside> 👋 Database creation restrictions:
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:
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:
<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:
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:
<aside> 👉 Next, learn about 3. Communication Tools at Remote
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