At Sam eComHub, we prioritize transparency and accuracy in all our interactions with clients. Our Documentation Policy ensures that all records, communications, and project-related information are properly documented and accessible to both our clients and internal teams. This guarantees accountability, clear communication, and smooth project execution, especially in the complex environments of Amazon and Walmart e-commerce management.

1. Purpose of Documentation

The purpose of this policy is to outline the documentation practices we follow to ensure:

  • Transparency in all stages of client engagements.
  • Accurate recording of project milestones, deliverables, and correspondence.
  • Efficient management of project-related tasks.
  • Protection of client information and confidentiality.

2. Types of Documentation

At Sam eComHub, we maintain the following types of documentation for client services:

  • Project Plans: Detailed outlines of project objectives, timelines, milestones, and responsibilities, including any adjustments made during the course of the project.
  • Client Agreements: Formal contracts and agreements outlining the scope of services, pricing, and terms of engagement.
  • Progress Reports: Regular updates documenting the status of ongoing projects, highlighting completed tasks, any challenges encountered, and upcoming milestones.
  • Service Logs: Detailed records of tasks completed by our virtual assistants for Amazon and Walmart management, including product listings, inventory updates, and customer interactions.
  • Issue Reports: Any technical or operational issues encountered, along with resolutions or actions taken to address them.
  • Communication Records: Documentation of important communications between Sam eComHub and the client, ensuring no misunderstandings regarding instructions or deliverables.

3. Access to Documentation

We ensure that all relevant documentation is readily accessible to both our internal teams and our clients. Depending on the type of documentation, access will be provided via:

  • Client Portal: Clients will have access to project-related documentation, including agreements, progress reports, and key communication records, through our secure online portal.
  • Email: Clients will receive important documentation such as agreements and reports via email for easy reference and record-keeping.
  • In-Person or Virtual Meetings: For critical updates or reviews, documentation will be shared during scheduled meetings.

4. Accuracy and Updates

All documentation is maintained with the highest level of accuracy and regularly updated as projects progress. We take care to ensure:

  • Timely Updates: Documents like progress reports and issue logs are updated in real-time or on a weekly basis, depending on the project scope.
  • Error-Free Documentation: We strive for accuracy in all our documents, and any corrections needed will be promptly addressed.

5. Confidentiality and Data Security

We understand the sensitive nature of the information we handle and are committed to protecting client confidentiality. Our documentation process follows strict security protocols to ensure:

  • Data Protection: All documentation is stored securely, and access is limited to authorized personnel only.
  • Non-Disclosure Agreements: We adhere to any NDAs in place and take extra steps to safeguard proprietary or sensitive information.
  • Compliance: Our documentation practices comply with relevant data protection laws and industry standards.

6. Retention and Disposal of Documents

We maintain a thorough document retention policy to ensure that records are preserved for the appropriate duration. Once documents are no longer required, they are securely disposed of, either by deletion or shredding of physical copies.

  • Retention Period: Client documents, including contracts, reports, and service logs, will be retained for a minimum of 5 years after the completion of a project.
  • Secure Disposal: Upon expiration of the retention period or upon the client’s request, all documents will be permanently and securely deleted.

7. Client Requests for Documentation

Clients can request access to or copies of any project-related documentation at any time by contacting our support team at support@sam-ecomhub.com. We aim to fulfill all documentation requests within 2 business days.

8. Amendments to the Policy

We reserve the right to update this Documentation Policy as needed to reflect changes in our processes or legal requirements. Clients will be notified of any significant changes to this policy in a timely manner.

9. Contact Us

If you have any questions about our Documentation Policy or need assistance with accessing your project documentation, please reach out to us: