Start with one product, not the whole archive.
Choose a product your team recognises. Use its everyday name as the record title, then add any internal reference separately. Write a short description of what this record covers. If you have several sizes or variants, record their relationship rather than assuming one file covers them all.
A record is useful when another person can identify the product and understand what belongs to it without asking its creator.
Gather the information you already have.
Collect the current description, ingredient list as recorded, packaging artwork and supporting documents. Keep the original filenames when they identify the version. Mark anything that is missing, undated or uncertain. Gathering a file is an administrative step; it does not establish whether the contents are adequate.
Start with three columns: the information you need to locate, what you have found and the question still to answer.
Keep evidence and review separate.
Record when a file was added and which product it supports. Track whether someone has checked the contents separately from its presence. A specialist decision should identify its scope, the record version, the reviewer and the date. A later edit may mean that decision needs to be revisited.
Avoid a single green tick for a mixture of uploaded, complete and reviewed. Those are different states with different evidence.
Name the next useful action.
Turn “sort the documents” into a task such as “locate the dated artwork for the 30 ml bottle”. Give the task an owner. Add a due date when a real deadline exists, and record the reason. If the question needs regulatory interpretation, route it to the specialist rather than resolving it with a guessed answer.
Close the task with a short note explaining what changed. This gives the next person a useful history instead of a disappearing checkbox.
Try one synthetic product in the sample workspace, or download a blank organiser from the resources library.
Open the resources library →