Prepare reliable source files

An operations manager at a veterinary practice group inherited a shared drive holding four versions of the anesthesia monitoring SOP, a scanned checklist and an unopenable spreadsheet. Before any lesson is built, he needs to know which file is approved, who owns it, and which files cannot be read.

An intake list separates the approved SOP from an obsolete draft and records files that could not be read.

• The manager uploads the candidate files to Company Knowledge with the owner, the version label and the intended use for each.
• Elvina reads each file, produces an intake list that separates the approved SOP from earlier drafts, and marks the spreadsheet as unreadable with the reason.
• He confirms the medical director as owner of the approved SOP and archives the three obsolete drafts so they cannot be picked up by mistake.
• He re-exports the spreadsheet in a supported format, uploads it again, and closes the intake.

A fictional group, Lakeside Veterinary Partners, operates six clinics. The files are Anesthesia-SOP-v2 through v5, a scanned PDF called Monitoring-Checklist, and Drug-Dose-Table.xlsb. The medical director approved v5 in April. The intake is the first step toward a technician refresher course.

• The intake list shows v5 as the approved source with the medical director as owner, and v2 to v4 as archived drafts.
• The scanned checklist was read, but two handwritten annotations were flagged as unreadable rather than guessed.
• The .xlsb file was rejected with a format note, re-saved as .xlsx, and accepted on the second upload.

Check size and format support. Avoid uploading confidential information into this website or treating unreadable files as ingested.

• Every uploaded file has an owner and a version label recorded in Company Knowledge.
• Obsolete drafts are archived, not sitting beside the approved version.
• Files that could not be read are listed with a reason, not silently dropped.
• No confidential or personal data was uploaded that the intended use does not require.

An upload is an intake, not an approval; a file becomes an approved source only when its owner says so. Elvina reads supported formats and reports what it cannot parse, but it cannot recover a corrupt file or interpret handwriting reliably. Check size and format limits, and keep confidential records out of a public website form.