💻 Information Technology (IT)

Complete document roadmap – 75 core documents

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Document Roadmap

R 700

Complete list of 75 documents with descriptions – ready to implement.

File Directory Structure

R 700

Pre‑built folder structure – just copy and start filing.

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📋 Document Roadmap

Phase 1: Registration & Compliance (9 docs)

✔	Document	Description
	IT-001 – CIPC Registration Certificate	Proof of company registration
	IT-002 – Memorandum of Incorporation (MOI)	Company constitution
	IT-003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover >R1m)
	IT-004 – COIDA Registration	Employee injury cover
	IT-005 – Public Liability Insurance	Cover for client site visits
	IT-006 – Professional Indemnity Insurance	For software errors, data loss – critical
	IT-007 – Cyber Liability Insurance	For data breaches, ransomware
	IT-008 – B‑BBEE Certificate	For corporate and government tenders
	IT-009 – CSD Registration	For government tenders

Phase 2: Contracts & Client Docs (12 docs)

✔	Document	Description
	IT-010 – Software Development Agreement (Master)	For custom builds
	IT-011 – IT Support / Maintenance Agreement (SLA)	Ongoing services
	IT-012 – Website Development Agreement	Design, hosting, maintenance
	IT-013 – Non‑Disclosure Agreement (NDA)	Protect source code, client data
	IT-014 – Data Processing Agreement (DPA)	For POPIA compliance (client data)
	IT-015 – Hosting / Server Colocation Agreement	With data centre provider
	IT-016 – Software Licence Agreement	Terms of use for selling software
	IT-017 – Quotation / Proposal Template	Per project
	IT-018 – Change Order / Variation Form	Scope changes
	IT-019 – Acceptance Testing Sign‑Off (UAT)	Client confirms delivery
	IT-020 – Warranty / Maintenance Period Addendum	Bug fixes for 30–90 days
	IT-021 – Subcontractor Agreement (freelance developer/designer)	Outsourced work

Phase 3: Human Resources (10 docs)

✔	Document	Description
	IT-022 – Employment Contract – Software Developer	Permanent staff
	IT-023 – Employment Contract – IT Support Technician	Help desk, onsite
	IT-024 – Employment Contract – Project Manager	Client delivery
	IT-025 – Employment Contract – Sales / Account Manager	Business development
	IT-026 – Independent Contractor Agreement (freelance coder)	Project basis
	IT-027 – Code of Conduct (Employees)	IP protection, professionalism
	IT-028 – Disciplinary Code & Procedure	HR compliance
	IT-029 – Remote Work Policy	Home office expectations
	IT-030 – Attendance / Timesheet Register	Client costing
	IT-031 – Training Record (certifications – AWS, Azure, etc.)	Skills tracking

Phase 4: Operations & Project Management (12 docs)

✔	Document	Description
	IT-032 – Project Brief / Requirements Document	Client needs
	IT-033 – Statement of Work (SOW) per project	Detailed scope
	IT-034 – Project Plan / Gantt Chart	Timeline
	IT-035 – Weekly Progress Report (client)	Transparency
	IT-036 – Bug / Issue Tracker Log	Development and support
	IT-037 – Change Request Log	Scope changes
	IT-038 – Timesheet Log (per employee / per project)	Costing and billing
	IT-039 – Code Repository Access Log (Git, etc.)	Security
	IT-040 – Backup & Disaster Recovery Log	Data integrity
	IT-041 – Server / Website Uptime Monitoring Log	For SLA reporting
	IT-042 – Client Login / Password Register (secured)	Access management
	IT-043 – Intellectual Property Assignment Form	Client owns code after payment

Phase 5: Health & Safety (7 docs)

✔	Document	Description
	IT-044 – Occupational Health & Safety (OHS) Policy	Office H&S
	IT-045 – Ergonomic Workstation Assessment (per employee)	Prevent RSI, back pain
	IT-046 – Incident / Accident Report Form	Office injury
	IT-047 – First Aid Kit Register (office)	Inventory
	IT-048 – Fire Extinguisher Inspection Log (office)	Monthly check
	IT-049 – Emergency Evacuation Plan (office)	Map and procedure
	IT-050 – Remote Work Health & Safety Checklist	For home office staff

Phase 6: Finance & Suppliers (8 docs)

✔	Document	Description
	IT-051 – Invoice Template (per project / retainer)	Billing
	IT-052 – Supplier Invoice Register (licences, hosting, hardware)	Expense tracking
	IT-053 – Payroll Register	Staff salaries
	IT-054 – Petty Cash Log	Small office expenses
	IT-055 – Retainer / Subscription Billing Schedule	Monthly recurring clients
	IT-056 – Client Payment History	Accounts receivable
	IT-057 – Supplier Payment Schedule	Creditors aging
	IT-058 – Bank Reconciliation Template	Monthly finance

Phase 7: Equipment & Assets (9 docs)

✔	Document	Description
	IT-059 – Asset Register (Master)	Computers, servers, monitors, phones
	IT-060 – Software Licence Register (Microsoft, Adobe, etc.)	Compliance
	IT-061 – Domain Name Register (all client domains)	Renewal tracking
	IT-062 – SSL Certificate Renewal Log	Expiry reminders
	IT-063 – Equipment Maintenance Log (cleaning, hardware)	Service records
	IT-064 – Vehicle Log Sheet (if onsite support)	Fuel, trips
	IT-065 – Tool / Development Environment Access Log	IDE, DB tools
	IT-066 – Cloud Subscription Register (AWS, Azure, Google)	Cost management
	IT-067 – Asset Disposal Form	Retirement of old hardware

Phase 8: Forms & Templates (8 docs)

✔	Document	Description
	IT-068 – Client Onboarding Checklist	New client setup
	IT-069 – Offboarding / Data Handover Checklist	Project closure
	IT-070 – Overtime Authorization Form	Staff approval
	IT-071 – Leave Application Form	Staff requests
	IT-072 – New Employee IT Access Request Form	Email, repos, VPN
	IT-073 – Supplier Evaluation Form (hosting, software vendor)	Performance
	IT-074 – Client Satisfaction Survey	Feedback
	IT-075 – Termination Checklist (offboarding)	Return of equipment, revoke access

📁 File Directory Structure

IT Company (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Professional_Indemnity_Insurance.pdf
│   ├── Cyber_Liability_Insurance.pdf
│   ├── B-BBEE_Certificate.pdf
│   └── CSD_Registration.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Software_Development_Agreements/ (by client)
│   ├── IT_Support_SLA_Template.docx
│   ├── Website_Development_Agreement.docx
│   ├── NDA_Template.docx
│   ├── Data_Processing_Agreements/ (by client)
│   ├── Hosting_Service_Agreements/ (with providers)
│   ├── Software_Licence_Agreement_Template.docx
│   ├── Quotation_Template.docx
│   ├── Change_Order_Form.docx
│   ├── UAT_Sign_Offs/ (by project)
│   ├── Warranty_Addendum.docx
│   └── Subcontractor_Agreements/
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Software_Developer.docx
│   │   ├── IT_Support_Technician.docx
│   │   ├── Project_Manager.docx
│   │   └── Sales_Account_Manager.docx
│   ├── Independent_Contractor_Agreement.docx
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Remote_Work_Policy.pdf
│   ├── Timesheets/ (by month)
│   └── Training_Records/ (certifications)
│
├── 04 Operations & Project Management/
│   ├── Client_Projects/
│   │   └── [Client Name_Project]/
│   │       ├── Requirements_Document.docx
│   │       ├── Statement_of_Work.docx
│   │       ├── Project_Plan_Gantt.pdf
│   │       ├── Progress_Reports/ (weekly)
│   │       ├── Bug_Issue_Tracker.xlsx
│   │       ├── Change_Request_Log.xlsx
│   │       ├── Timesheet_Log.xlsx
│   │       └── IP_Assignment_Form.docx
│   ├── Code_Repo_Access_Log.xlsx
│   ├── Backup_Disaster_Recovery_Log.xlsx
│   ├── Server_Uptime_Monitoring_Logs.xlsx
│   └── Client_Password_Register.xlsx (encrypted)
│
├── 05 Health & Safety/
│   ├── OHS_Policy.pdf
│   ├── Ergonomic_Assessments/ (by employee)
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plan.pdf
│   └── Remote_Work_H&S_Checklist.docx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by client)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Retainer_Billing_Schedule.xlsx
│   ├── Client_Payment_History.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   └── Bank_Reconciliation.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Software_Licence_Register.xlsx
│   ├── Domain_Name_Register.xlsx
│   ├── SSL_Certificate_Renewal_Log.xlsx
│   ├── Equipment_Maintenance_Logs/
│   ├── Vehicle_Logs/ (if onsite support)
│   ├── Tool_Access_Log.xlsx
│   ├── Cloud_Subscription_Register.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Client_Onboarding_Checklist.docx
    ├── Project_Offboarding_Checklist.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── IT_Access_Request_Form.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Customer_Satisfaction_Survey.docx
    └── Termination_Checklist.docx

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