Managing documents · A guide for managers

Storing a finished document

When a document is complete, it lives in two places. The Word version goes up to Box, and a PDF copy stays on your computer as a fixed record. Before you save either one, take out the amendment and signature boxes so the stored version is clean.

For now, Box is where finished documents live. This is the current way of working and may change later, so treat it as the current arrangement until you hear otherwise.
01

Remove the amendment and signature boxes

Our documents carry tables for colleague feedback and for signatures. Before you store anything, delete these so the saved version is the clean, finished document.

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They appear more than once. These tables usually turn up throughout the document, often at the end of each section, so scroll the whole way through and remove every one. If you are working from a template that has these tables built in, leave the template alone and only edit your copy.
Two pages of a support document side by side. One page is a table headed 'Please record all Changes, Comments and Outcomes below' with Date and Initial columns; the other is a signing section with columns for support team name, signature and date, beneath a line confirming the reader has read and agreed to the support plan. A burned-in orange label reads 'Remove any tables intended for colleague feedback and/or signatures', with arrows pointing to both tables.
02

Upload the Word version to Box

In Box, open the right folder for that person or service, then add the Word file by dragging it in or using Upload. This is the version colleagues will open and, when needed, amend.

03

Save a PDF copy on your computer

From the same cleaned document in Word, save a PDF to your computer. Use Save As (called Save a Copy in some versions), choose where to keep it, then change the file type to PDF before saving.

The key step is the Save as type dropdown, just below the file name. Change it from Word Document to PDF, then select Save. Keep your PDFs somewhere consistent on your computer so they are easy to find again.

Stored and tidy.

The clean Word version is in Box for colleagues to use, and your PDF is a fixed snapshot on your computer that won't be edited by accident.