Nova Brand Projection — Document Architecture & Rules

Purpose

This document establishes the rules, structure, and naming conventions that govern all documentation at Nova Brand Projection. It exists so that every document — regardless of who created it or when — is consistent, findable, and trusted.

Without a shared architecture, documentation becomes a liability: outdated files pile up, staff can't find what they need, and onboarding new employees takes longer than it should. This framework solves that.

Scope

✔ Applies to all formal documentation created at Nova — process maps, SOPs, work instructions, forms, templates, checklists, job aids, and client-specific addendums.

✘ Does not apply to internal working files, drafts, meeting notes, or client deliverables (which follow client branding rules, not Nova's).

NOTE: Any document that will be stored in SharePoint, referenced by staff, or used to train employees falls under this framework.

Document Architecture

Nova's documentation is organized into five levels. Each level answers a different question and serves a different audience. No level replaces another — they work together as a connected system.

3.1 — The Five Levels

Master Map

Company Process Map

A single high-level diagram showing all major business functions and how they connect. This is the "you are here" map for the whole company. Nobody works from this directly — it provides navigation context.

Process Map (PM)

↓

Process Flow

Process Flows

One flowchart per major process area — or per client — showing key phases and handoffs between roles. Answers "what happens and who is involved?" Still high-level — no step-by-step detail yet. Each box in an L1 flow links to an L2 SOP. L1 has two sub-types: departmental flows (PF) covering a Nova department, and client process flows mapping how processes interconnect for a specific client — identified by a client code in the ID (e.g. L1-ACM-EDJ-001).

Process Flow (PF) Client Process Flow

↓

SOP

Standard Operating Procedures

The "how we do this" document. Triggered by a specific process in the L1 flow. Defines roles, steps, exceptions, and associated documents. The primary document staff are trained against.

Standard Operating Procedure (SOP)

↓

Work Instruction

Work Instructions & Client Addendums

Granular step-by-step instructions for a specific task within an SOP, or a client-specific overlay that extends the standard SOP without duplicating it. Not every SOP needs an L3 — only where the detail genuinely matters.

Work Instruction (WI) Client Addendum (CA)

↓

Forms & Tools

Forms, Templates, Checklists & Job Aids

The tools people fill out or reference while executing a WI or SOP. Always referenced in Section 7 (Associated Documents) of the SOP they support. Never standalone — always tied to a parent document. Job Aids are the exception to prose format: quick-reference visuals designed for print and workstation use.

Form (FORM) Template (TMPL) Checklist (CL) Job Aid (JA)

3.2 — The Client-Specific Layer

Client codes are universal sub-qualifiers available across every department and document type — not just Account Management. Any document at L1 through L4 can carry a client code in its ID when the content is exclusively scoped to that client. This makes client-specific documents filterable in the index regardless of which department owns them.

L0 documents never carry a client code. L0 is org-wide by definition — a client-specific L0 document is a contradiction in terms. If content is client-specific it belongs at L1 or above.

Client-specific documents follow a simple principle: write the universal document first, then layer the client-specific variation on top. The universal document stays clean and reusable — the client version only captures what is different. This applies whether the client variation is a full SOP, a work instruction, or a process flow.

Examples across departments:
L2-OPS-IN-EDJ-001 — Edward Jones specific inbound receiving procedure (OPS owns it, EDJ qualifies it)
L3-OPS-FUL-CA-ATT-001 — AT&T client addendum to the standard fulfillment SOP
L2-ACM-CS-EDJ-001 — Edward Jones specific customer service SOP under Account Management
In each case the client code is the last qualifier before the sequence number, and the document is filterable by that client code in the index.

The full registry of approved client codes is maintained in Section 4 — Departments & Codes under Account Management. A code must appear in that table before it can be used in any document ID.

3.3 — Tools & Systems

Many tools at Nova are used across multiple departments. When a tool spans departments, document ownership follows a consistent rule regardless of which tool is involved:

IT owns — System-level documents

Configuration, user access, integrations, upgrades, and training on the tool itself. These live under the relevant IT sub-code (e.g. IT-ERP, IT-INT).

Each dept owns — Usage-level documents

How their team uses the tool to do their job. SOPs and work instructions live in the owning department, with the tool flagged in the document index under the Tools column.

The table below lists all tools currently acknowledged in Nova's document library. As new tools are onboarded or documented, they are added here.

Tool / System	Registry Tag	System Owner	Used By	Notes
Business Central (BC)	`BC`	IT-ERP	OPS, FIN, ACM, IT	ERP / inventory system. System config docs under `L2-IT-ERP-###`. Dept usage docs in each dept.
FreshDesk	`Freshdesk`	IT-SUP	ACM, OPS	Customer service ticketing. System config under IT-SUP. Client-facing usage docs under ACM.
ShipStation	`ShipStation`	IT-INT	OPS-OB	Outbound shipping and carrier management. Usage docs under OPS-OB.
AT&T Distribution App	`ATT-App`	IT-INT	ACM, IT-DAT	Client-managed application for AT&T H&W distribution projects. Usage docs under ACM.
Coupa	`Coupa`	IT-INT	ACM, OPS-FUL	Storefront and order intake for EDJ fulfillment. Integration with BC via Insight Works.
Power Automate	`Power Automate`	IT-INT	OPS-IN, IT-DAT	Workflow automation — currently used for low-stock alerting via Outlook. Managed by IT-INT.
AI Tools ChatGPT · Microsoft Copilot · Claude	`AI`	IT-SEC	All departments (usage governed by L2-IT-SEC-001)	AI tool usage, compliance, and approved tiers governed by IT-SEC. Dept-level how-to guides live in owning dept. AI flagged in registry on all AI-related documents.
Microsoft 365 Word · Outlook · Excel · Teams · SharePoint · PowerPoint	`M365`	IT-INF	All departments	Platform-level configuration and access managed by IT-INF. Application-specific how-to guides (e.g. Outlook distribution lists, Word templates) live in the owning department and are tagged M365.
Additional tools added as documented	—	—	—	—

Example: L2-IT-ERP-001 covers BC user access setup — owned by IT-ERP. L2-FIN-001 covers AP invoice processing using BC — owned by Finance, tagged BC in the registry. L2-IT-SEC-001 is a Policy (POL) governing AI tool use company-wide — owned by IT-SEC, tagged AI. Same tool, different ownership, no conflict.

Departments & Codes

Every document ID includes a department code. Sub-areas within a department share the parent department code — the sub-area context is carried in the document title and the document index, not the ID or the folder structure. This keeps IDs short while still making documents filterable by sub-area.

Example: A kitting SOP and a shipping SOP both use OPS as their department code. Their titles — Kitting — Assembly & BOM and Outbound — Carrier Selection — and their sub-codes (KIT, OB) carry the sub-area distinction. The document index is filterable by department and sub-area — no folder hierarchy needed.

Department / Sub-Area	Dept Code	Sub Code	Scope / Notes
▶Operations	OPS	—	Top-level dept — L1 flow only. All documents use a sub code.
↳ Inbound	OPS	IN	Receiving, inventory intake, supplier coordination
↳ Fulfillment	OPS	FUL	Pick & pack, order fulfillment, storefronts
↳ Kitting	OPS	KIT	Kit assembly, BOM management, kitting QC
↳ Printing	OPS	PRT	Print production, press operations, quality control
↳ Outbound	OPS	OB	Carrier selection, outbound shipping, tracking
↳ Agency	OPS	AGY	Agency operations — staffing, scheduling, and client-facing agency services
↳ Creative	OPS	CRE	Design, artwork, blueline reviews, and brand standards — creative production support
↳ Promo & Apparel	OPS	PRO	Promotional product and apparel production, decoration, inventory, and order fulfillment
↳ Returns	OPS	RTN	Reverse logistics, return authorization, restocking, and disposal processes
↳ Purchasing & Procurement	OPS	PCH	Vendor sourcing, purchase orders, supplier management, and materials procurement
↳ Safety	OPS	SAF	Floor safety, EHS standards, incident reporting, and safety compliance within Operations
↳ Inventory	OPS	INV	Inventory management, cycle counts, stock accuracy, and inventory control processes
↳ Quoting	OPS	QUO	Quote execution and estimating — requests initiated by ACM, fulfilled by Operations
▶Account Management	ACM	—	Client relations, order intake, project coordination. Client codes below are universal sub-qualifiers — usable in document IDs across any department at any level where client-specific content exists.
↳ AT&T	ACM	ATT	AT&T — Health & Welfare benefits document distributions
↳ Edward Jones	ACM	EDJ	Edward Jones — fulfillment and storefront operations
↳ The Home Depot	ACM	THD	The Home Depot
↳ White Cap	ACM	WC	White Cap
↳ Neptune Retail Solutions	ACM	NRS	Neptune Retail Solutions
↳ Kontrol Freak	ACM	KF	Kontrol Freak
↳ Customer Service	ACM	CS	Customer service and support — order inquiries, issue resolution, and client communication
Sales	SAL	—	Prospecting, proposals, CRM, and pipeline management. Quote execution is handled by OPS-QUO.
Finance	FIN	—	Billing, invoicing, vendor payments
▶HR & People	HR	—	Top-level HR department — L1 flow only at HR level. Sub-areas below.
↳ Administration	HR	ADM	Office administration, facilities, company-wide admin functions — reports to HR
↳ Training	HR	TRN	Employee onboarding, skills training, L&D programs, and training recordkeeping
▶IT & Systems	IT	—	Top-level IT department — all sub-areas below roll up here
↳ Data Management	IT	DAT	Population builds, MLF exports, data QA — reports to IT head
↳ Business Central / ERP	IT	ERP	BC configuration, processes, training, system ownership. Dept-level BC usage docs live in each dept.
↳ Security	IT	SEC	Access control, permissions, compliance, security standards
↳ Infrastructure	IT	INF	Systems, hardware, networking, environments
↳ Integrations	IT	INT	APIs, third-party connections, data feeds
↳ IT Support	IT	SUP	Helpdesk, troubleshooting, onboarding access
↳ Reporting	IT	RPT	Company-wide reporting standards, BI, dashboards
↳ Storefronts	IT	SF	Storefront setup, configuration, maintenance, and client portal management
Quality Assurance	QA	—	Process compliance, quality standards, audits, and QA governance across all departments
Document Control	CTRL	—	This framework and all governance documents
Project Management	PM	—	Cross-departmental project delivery, status reporting, templates, and work classification governance. No sub-areas — all PM documents use PM as the sole dept code.

Document Hosting & Access Structure

Nova's controlled documents are HTML files hosted on an internal IIS web server. All files are deployed to a single flat folder at the IIS site root. The index.html file serves as the front door — a staff-facing document library that lists every controlled document with filters and direct links.

Access path: SharePoint holds a single link to index.html. Staff click that link, land on the library, and navigate to any document from there. SharePoint is the entry point — not a file store for individual documents.

        SharePoint  →  link to index  →

        🌐 IIS Site Root  /nova-docs/  ← all files deployed here, flat

          📄 index.html  ← staff-facing library front page

          📄 DOC-CTRL-001_Document-Architecture-and-Rules.html

          📄 DOC-CTRL-002_Document-Submission-Form.html

          📄 DOC-CTRL-003_Document-Review-and-Update-Request.html

          📄 L1-ACM-ATT-001_ATT-HW-Distribution-Process-Flow.html

          📄 L1-ACM-EDJ-001_Edward-Jones-Process-Flow.html

          📄 L2-IT-SEC-001_AI-Use-and-Compliance-Policy.html

          📄 L4-PM-TMPL-001_4-Blocker-Project-Update.pptx

          📄 … future documents added here as the library grows

Why flat? Nova HTML documents link to each other by filename only. A flat folder means every document can find every other document by name alone — no folder paths needed. If files were in subfolders, moving or reorganizing anything would break cross-document links. Flat is the structure that keeps the library self-consistent.

Filename versioning convention: During drafting and review, always include the version in the filename so working copies are identifiable and traceable — e.g. L1-ACM-ATT-001_ATT-Account-Overview_v0_4.html. Use underscores in place of dots and spaces. When a document is approved and deployed to the active library, remove the version suffix from the filename — deployed filenames are version-agnostic (e.g. L1-ACM-ATT-001_ATT-Account-Overview.html). The authoritative version is always the one recorded inside the document itself (sidebar, footer, and Revision History). This two-state convention lets the team track drafts in progress while keeping deployed cross-document links stable across version bumps.

How Document Control documents stay at the top

The index sorts alphabetically. DOC-CTRL- sorts before L1-, L2-, and all level-prefixed documents — D comes before L. CTRL documents will always appear at the top without any manual pinning. This is an intentional property of the naming convention.

Naming Convention

Nova uses a Level-Explicit naming convention with two refinements: doc type is omitted at L0–L2 (where the level already implies the document type), and sub-department codes are included in the ID for all departments that have defined sub-areas.

Level-Explicit with Sub-Department Codes

Formula — L0 through L2 (no doc type)

L[0–2] - [DEPT] - [SUB] - [###]

L[0–2] - [DEPT] - [SUB] - [CLIENT] - [###] (with client qualifier)

Formula — L3 and L4 (doc type retained)

L[3–4] - [DEPT] - [SUB] - [DOCTYPE] - [###]

L[3–4] - [DEPT] - [SUB] - [DOCTYPE] - [CLIENT] - [###] (with client qualifier)

Client qualifier rule: The [CLIENT] code is optional and appears immediately before the sequence number in any document ID at L1 through L4. It is not permitted at L0 — L0 documents are org-wide by definition. Client codes are defined in Section 4 and are filterable in the document index across all departments.

Full Examples

L0-CTRL-001Company master process map — no sub-dept, no doc type

L1-OPS-001Operations department process flow — top level, no sub-dept needed

L1-ACM-EDJ-001Edward Jones — client process flow mapping cross-dept interconnectivity

L2-OPS-FUL-001Fulfillment — Order Fulfillment SOP

L2-OPS-KIT-001Kitting — Assembly & BOM Management SOP

L2-OPS-IN-001Inbound — Receiving & Inventory Intake SOP

L2-IT-DAT-001Data Management — Population Build SOP

L2-IT-ERP-001Business Central — User Access & Permissions SOP

L2-SAL-001Sales — Prospecting & Pipeline SOP

L3-OPS-FUL-WI-001Fulfillment — BC Order Fulfillment Worksheet work instruction

L3-OPS-FUL-CA-ATT-001Fulfillment — AT&T client addendum to L2-OPS-FUL-001

L4-OPS-FUL-FORM-001Fulfillment — Box size template form

L4-OPS-CRE-FORM-001Creative — Blueline review sign-off form

L4-OPS-KIT-CL-001Kitting — Kit assembly quality checklist

L2-OPS-PRO-001Promo & Apparel — Decoration & Order Fulfillment SOP

L2-OPS-RTN-001Returns — Return Authorization & Restocking SOP

L2-OPS-PCH-001Purchasing & Procurement — Vendor Sourcing & PO SOP

L2-OPS-SAF-001Safety — Floor Safety & Incident Reporting SOP

L2-HR-TRN-001Training — New Employee Onboarding SOP

L2-PM-001Project Management — Work Classification & Triage SOP (no sub-dept)

L4-PM-TMPL-001Project Management — 4-Blocker Project Update template (no sub-dept; TMPL doc type)

L4-PM-TMPL-002Project Management — Project Charter template (reserved)

Client Qualifier Examples — Cross-Department

L2-OPS-IN-EDJ-001Inbound — Edward Jones specific receiving procedure

L2-OPS-FUL-ATT-001Fulfillment — AT&T specific order fulfillment SOP

L3-OPS-FUL-CA-ATT-001Fulfillment — AT&T client addendum to L2-OPS-FUL-001

L2-ACM-CS-EDJ-001Customer Service — Edward Jones specific CS SOP

L2-FIN-EDJ-001Finance — Edward Jones specific billing or invoicing SOP

Rules specific to this convention

📌 Sub-dept code is omitted when the department has no sub-areas (e.g. L2-SAL-001, L2-PM-001, L4-PM-TMPL-001 — ACM, SAL, FIN, PM, CTRL, and QA are all single-area departments with no sub-codes)

📌 Doc type is omitted at L0–L2 — the level number implies the document type

📌 Doc type is retained at L3–L4 — WI, CA, FORM, TMPL, CL are still meaningfully different

📌 Client code comes last before the sequence number, at L1–L4 when a document is exclusively scoped to one client. Not permitted at L0 — L0 is org-wide by definition.

📌 Sequence numbers reset per sub-dept — L2-OPS-FUL-001 and L2-OPS-KIT-001 are both #001

📌 L1 flows use parent dept only — sub-dept flows are captured within the L1 diagram, not as separate documents

📌 Client Process Flows carry a client code — format is L1-[DEPT]-[CLIENT]-[###]. Use the primary owning department as the dept code.

All new documents must follow this convention. Changing the naming convention after documents are in circulation requires a full renumbering exercise. Do not deviate without a formal update to this document.

Document Type Codes

These codes are fixed across all naming options. The document type always follows the department code.

Code	Full Name	Level	Description
PM	Process Map	L0	Master company or department process diagram
PF	Process Flow	L1	Departmental flow showing phases and handoffs
POL	Policy	L2	Company or department-level rule, standard, or compliance requirement. Owned by the accountable department.
SOP	Standard Operating Procedure	L2	Full procedure with roles, steps, exceptions
WI	Work Instruction	L3	Granular task-level steps within an SOP
CA	Client Addendum	L3	Client-specific overlay on a standard SOP
FORM	Form	L4	Fillable document used during execution
TMPL	Template	L4	Reusable blank document or starting structure
CL	Checklist	L4	Sequential verification or sign-off list
JA	Job Aid	L4	Quick-reference visual designed for print — workstation cards, wall charts, laminated guides. No prose, no procedure detail.

Rules & Standards

The following rules apply to all documents in Nova's library, regardless of format or department.

One document, one ID. A document ID is permanent and never reused — even if the document is retired. Retired documents are marked inactive in SharePoint, not deleted.

Job titles, never names. All role references in any document use job titles only. Names change; titles are stable.

Versions are tracked inside the document. Each controlled document carries its current version in the sidebar badge and in the Revision History table. The version in the document is the authoritative record. Version numbers use decimal increments during drafting (v0.1, v0.2 …) and advance to whole numbers on first publication (v1.0) and each subsequent approved revision.

Every L4 document has a parent. No form, template, checklist, or job aid exists without being referenced in Section 7 of at least one SOP or WI.

Standard first, client second. Write the universal SOP before writing any client-specific addendum. Client addendums only document what differs — never duplicate the standard steps.

One process owner per document. Every document has exactly one Process Owner by job title, recorded in Section 3. They are accountable for accuracy and initiating updates.

Annual review minimum. All L2 SOPs and above are reviewed at least once per year. The Process Owner initiates the review. "No changes needed" is a valid outcome and must still be logged in revision history.

Printed copies are uncontrolled. All printed documents are considered uncontrolled. The IIS-hosted library is the single source of truth. Footer text must read: Uncontrolled if printed.

This document governs all others. In any conflict between this document and another, this document takes precedence. Conflicts should be escalated to the Document Control owner.

Document Control library documents use a reserved prefix. Documents that govern the document system itself — this document included — use the prefix DOC-CTRL-### rather than the standard level-based ID scheme. This is a deliberate exception: the rulebook cannot name itself by rules it has not yet defined. All other documents follow the L[#]-[DEPT]-[SUB]-[###] convention without exception.

All documents are deployed to a flat folder. All HTML files are deployed to the IIS site root with no subfolders. Nova HTML documents link to each other by filename; a flat structure ensures every link resolves correctly. Never create subfolders. SharePoint holds a single link to index.html — it is the entry point, not a file store for individual documents.

Version the filename during drafting; strip it on deployment. Working and review copies must include the version in the filename — e.g. L1-ACM-ATT-001_ATT-Account-Overview_v0_4.html — using underscores in place of dots and spaces. When a document is approved and deployed to the active library, the version suffix is removed — e.g. L1-ACM-ATT-001_ATT-Account-Overview.html. The authoritative version is always recorded inside the document (sidebar, footer, and Revision History). This keeps drafts identifiable and traceable while ensuring deployed cross-document links remain stable across version bumps.

Associated Documents

Document ID	Title	Purpose / Notes
index.html	Document Library Index	Staff-facing library front page — master list of all controlled documents, filterable by department, level, type, and status
DOC-CTRL-002	Document Submission Form	Use to submit a new process for documentation. Document Control will produce the formatted document from this submission.
DOC-CTRL-003	Document Review & Update Request	Use to log an annual review or request a change to an existing controlled document.

8 — Revision History

Version	Date	Changed By	Approved By	Approval Date	Summary
v0.1	[DD-MMM-YYYY]	[Name] [Job Title]	—	—	Initial draft
v0.2	[DD-MMM-YYYY]	[Name] [Job Title]	—	—	Added OPS sub-depts: PRO, RTN, PCH, SAF. Added HR sub-depts: TRN. Updated dept table and naming examples.
v0.3	16-Mar-2026	[Name] Quality Manager	—	—	Added Document Type to header meta bar. Standardized print button placement and header CSS across all controlled docs.
v0.4	16-Mar-2026	[Name] Quality Manager	—	—	Added client code table to Section 4 (ACM). Updated Section 3.2 with cross-reference. Rewrote hosting/access structure. Updated rules 3, 9 (removed), 12 — renumbered to 11 rules total.
v0.5	16-Mar-2026	[Name] Quality Manager	—	—	Removed Document Registry references from associated documents and body text. Updated to reference document index throughout.
v0.6	16-Mar-2026	[Name] Quality Manager	—	—	Owner set to Quality Manager.
v0.7	16-Mar-2026	[Name] Quality Manager	—	—	Added document ID and version to footer right side for print visibility.
v0.8	17-Mar-2026	[Name] Quality Manager	—	—	Updated DOC-CTRL-003 filename in IIS folder listing to reflect rebrand to Document Review & Update Request.
v0.9	17-Mar-2026	[Name] Quality Manager	—	—	Fixed print CSS — page footer now renders full-width with correct layout when printing or saving as PDF.
v1.0	17-Mar-2026	[Name] Quality Manager	—	—	First published release.
v1.1	17-Mar-2026	[Name] Quality Manager	—	—	Split AGY into Agency (AGY) and Creative (CRE). Added OPS sub-codes: INV (Inventory), QUO (Quoting). Added ACM sub-code: CS (Customer Service). Updated SAL description — quoting now owned by OPS-QUO.
v1.2	17-Mar-2026	[Name] Quality Manager	—	—	Expanded Section 3.2 — client codes now documented as universal sub-qualifiers usable across any department at any level. Updated Section 4 ACM description. Updated Section 5 naming formulas to show client qualifier variant for both L0–L2 and L3–L4. Added cross-department client code examples.
v1.3	23-Mar-2026	[Name] Project Manager	—	—	Added Project Management (PM) as a department — no sub-areas, sole dept code PM. Added naming examples: L2-PM-001, L4-PM-TMPL-001, L4-PM-TMPL-002. Updated sub-dept omission rule to cite PM alongside other single-area departments. Registered L4-PM-TMPL-001 (4-Blocker Project Update) in Associated Documents and flat folder listing.
v1.4	26-Mar-2026	[Name] Project Manager	—	—	Clarified client code scope: L0 documents are excluded from the client qualifier rule — L0 is org-wide by definition. Updated Section 3.2, the naming formula callout in Section 5, and the summary rules bullet to consistently state client codes are permitted at L1–L4 only. Added filename versioning convention: version suffix required during drafting, stripped on deployment to the active library. Documented in hosting section callout and as Rule 12.
v1.5	26-Mar-2026	[Name] Quality Manager	—	—	Added IT sub-code SF (Storefronts). Added DOC-CTRL-002 and DOC-CTRL-003 to Associated Documents. Removed L4-PM-TMPL-001 (4-Blocker) from Associated Documents.