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Add "Archive a document" responsibility (#17824)

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handbook/digital-experience/README.md
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@ -185,6 +185,18 @@ Fleet's public relations firm is directly responsible for the accuracy of event
2. Update the workbook with the latest location, dates, and CFP deadlines from the website.
### Archive a document
Follow these steps to archive any document:
1. Create a copy of the document prefixed with the date using the format "`YYYY-MM-DD` Backup of `DOCUMENT_NAME`" (e.g. "2024-03-22 Backup of 🪂🗞️ Customer voice").
2. Be sure to "Share it with the same people", "Copy comments and suggestions", and "Include resolved comments and suggestions" as shown below.
<img width="455" alt="Screenshot 2024-03-23 at 12 14 00 PM" src="https://github.com/fleetdm/fleet/assets/108141731/1c773069-11a7-4ef4-ab43-8f7c626e4b10">
3. Save this backup copy to the same location in Google Drive where the original is found.
4. Link to the backup copy at the top of the original document. Be sure to use the full URL, no abbreviated pill links (e.g. "Notes from last time: URL_OF_MOST_RECENT_BACKUP_DOCUMENT").
5. Delete all non-structural content from the original document, including past meeting notes and current answers to "evergreen" questions.
### Schedule CEO interview
From time to time, you will need to schedule an interview between a candidate and the CEO:
1. [Make a copy of the "¶¶ CEO interview template"](https://docs.google.com/document/d/1yARlH6iZY-cP9cQbmL3z6TbMy-Ii7lO64RbuolpWQzI/copy) (private Google doc)
@ -382,34 +394,16 @@ You can also grab a copy of the [original slides](https://fleetdm.com/handbook/c
### Process and backup Sid agenda
Every two weeks, our CEO Mike has a meeting with Sid Sijbrandij. The CEO uses dedicated (blocked, recurring) time to prepare for this meeting earlier in the week.
30 minutes After each meeting (to allow all parties to collect action items), the Apprentice makes a copy of the "💻 Sid : Mike(Fleet)" doc and renames it "YYYY-MM-DD Backup of 💻 Sid : Mike(Fleet)". Then moves the backup version into the [(¶¶) Sid archive](https://drive.google.com/drive/folders/1izVfIBt2nr4APlkm36E6DJg1k1PDjmae)
Then process the backup Sid agenda by:
- Leaving google doc comments assigning all Fleet TODOs to correct Fleeties.
- In the ¶¶¶¶🦿🌪️CEO Roundup doc, update the URL in `Sam: FYI: Agenda from last time:` [LINK](link).
**Being sure to preserve agenda format**, process the 💻 Sid : Mike(Fleet) master doc by:
- (Unless otherwise prefixed) Delete all agenda items, **being sure to leave 3 empty bullets in every section**.
1. 30 minutes After each meeting [archive the "💻 Sid : Mike(Fleet)" agenda](https://fleetdm.com/handbook/digital-experience#archive-a-document), moving it to the [(¶¶) Sid archive](https://drive.google.com/drive/folders/1izVfIBt2nr4APlkm36E6DJg1k1PDjmae) folder in Google Drive.
2. **In the backup copy**, leave Google Doc comments assigning all Fleet TODOs to the correct DRI.
3. In the ¶¶¶¶🦿🌪️CEO Roundup doc, update the URL in `Sam: FYI: Agenda from last time:` [LINK](link).
### Process and backup E-group agenda
Immediately after every e-group the Apprentice makes a copy of the E-group agenda doc and renames it "YYYY-MM-DD backup of E-group agenda". Then saves it to the [(¶¶) E-group archive](https://drive.google.com/drive/u/0/folders/1IsSGMgbt4pDcP8gSnLj8Z8NGY7_6UTt6).
Then process the backup E-group agenda by:
- Leaving google doc comments assigning all TODOs to correct individuals.
- In the E-group master doc, update the URL in `Sam: FYI: Agenda from last time:` [LINK](link).
**Being sure to preserve agenda format**, process the E-group master doc by:
- Clearing all bullets from the "Mike: Hear from each department" section.
- Delete the "Blockers" and "Last week" bullets from each department's section.
- Move contents from "This week" to "Last week".
- (Unless otherwise prefixed) Delete all agenda items from the "Mike: This weeks focus" section.
- (Unless otherwise prefixed) Delete all agenda items from the "Today's other topics" section.
If it's the day of an All hands:
- Remove any spotlights that aren't a permanent staple (e.g. Mike: Every time: Pick a value, present on it.).
Follow these steps to process and backup the E-group agenda:
1. [Archive the E-group agenda](https://fleetdm.com/handbook/digital-experience#archive-a-document) after each meeting, moving it to the ["¶¶ E-group archive"](https://drive.google.com/drive/u/0/folders/1IsSGMgbt4pDcP8gSnLj8Z8NGY7_6UTt6) folder in Google Drive.
2. **In the backup copy**, leave Google Doc comments assigning all TODOs to the correct DRI.
3. If the "All hands" meeting has happened today
### Check LinkedIn for unread messages
Once a day the Apprentice will confirm check LinkedIn for unread messages.