Skip to content

Governance

What is automatic and what needs a human to keep the index up to date.

What Auto-Sync Does

The sync script scans every registered OneDrive folder on a schedule. Within those folders, everything is automatic:

  • New documents — detected and added to the index (name, link, date, file type, owner, category)
  • Updated documents — last updated date refreshed
  • Deleted/moved documents — flagged for the team to review
  • Site regeneration — pages and Sync Status changelog updated after every run

Anything that happens inside a registered folder is detected automatically. No one needs to touch the index.

What We Do Manually

1. Register a New Source Folder

Add the folder to data/sync-origins.yaml — after that, everything inside it is automatic.

origins:
  - path: /personal/achirila_riasolutionsgroup_com/Leadership Projects
    category: leadership-governance
    owner: Andrei Chirila

  - path: /personal/ebenchea_riasolutionsgroup_com/HR Policies
    category: policies-compliance
    owner: Emanuela Benchea

  # New folder — add this block
  - path: /personal/giorgiana_riasolutionsgroup_com/Dev Resources
    category: technical-engineering
    owner: Giorgiana

2. Enrich New Documents

Sync captures the basics but can't write descriptions or choose tags:

  • [ ] Add description (1-2 sentences)
  • [ ] Add tags (3-5 keywords)
  • [ ] Confirm or reassign owner

3. Change Document Status

Sync never changes status — that is always a human decision.

  • Under Review — set status: review while a document is being revised, then back to status: current when done
  • Deprecated — set status: deprecated when retired (link the replacement if one exists)

Example — marking a document as under review in data/documents.yaml:

# Before                        # After
status: current        →        status: review

Run python3 generate.py to update the site. Badge changes from green to orange (review) or red (deprecated).

4. Quarterly Audit

Schedule: First Monday of January, April, July, October — 30 min, recurring.

Attendees: Ionut Tepus (Index Owner, leads), Andrei Chirila (Leadership, Community, Performance), Emanuela Benchea (Policies). Optional: other category owners as assigned.

Checklist:

  • [ ] Owners still active — reassign if someone has left
  • [ ] Documents not updated in >6 months flagged with owner
  • [ ] Deprecated documents reviewed for removal
  • [ ] Descriptions and tags still accurate
  • [ ] Any new source folders to register (check with team leads)
  • [ ] Findings shared with leadership team