📝 Existing Policy Workflow

Policy Archive Concept

Purpose: Provide a defensible audit trail for companies transitioning from existing policies to GetCimple's structured framework.

What it is:

• Simple file storage for legacy policy documents
• Reference-only (does NOT generate tasks or appear in reports)
• Creates historical record for board governance

What it is NOT:

• Not a policy parsing/analysis tool
• Not a document search engine
• Not a policy comparison tool
• Not a source for AI analysis

Board Value

Enables management to present clear governance transition:

"As of [Date], we have adopted a new, structured policy framework using GetCimple. Our previous policies have been formally superseded and are stored in the platform's Policy Archive for historical reference. All reporting from this point forward is based on this new, active policy set."

This demonstrates diligence and controlled transition - essential for board oversight.

Implementation

Storage:

• Files stored in Supabase Storage
• Metadata table: archived_policies(id, filename, status, uploaded_at, uploaded_by)

Statuses:

• Archived - Default status upon upload
• Superseded - Manually set when replaced by active policy

UI Separation: Clear distinction between:

• Active Policies (drive tasks, appear in reports, board-ready)
• Policy Archive (reference only, historical record)

Helper Text: "These documents are for historical reference only. They do not generate tasks or appear in compliance reports."

Upload Methods (MVP)

• Drag & drop: PDF, Word (.docx), Excel (.xlsx)
• Manual entry: Copy/paste text into form
• Email forward: Send to upload@getcimple.com (future)

What Happens Next

1. Upload → Files stored in Supabase bucket
2. Extract → Basic text extraction (no AI parsing in MVP)
3. Preview → Show extracted text, user confirms
4. Tag → User selects which policies they uploaded
5. Decision → Keep existing or use our template

Decision Tree (Simple)

Has existing policies?
├─ No → Use our templates
└─ Yes → Upload them
    ├─ Replace with ours? → Archive old, use templates
    └─ Keep existing? → Flag as "custom policy"

MVP Extraction Logic

• PDF: Use pdf-parse library (text only)
• Word: Use mammoth.js (basic formatting)
• Excel: First sheet only, ignore formulas
• Scanned: Show error "Please upload text documents"

Storage Format

{
  "policy_id": "uuid",
  "original_filename": "IT_Policy_2023.pdf",
  "extracted_text": "...",
  "policy_type": "acceptable_use",
  "is_custom": true,
  "upload_date": "2024-01-15",
  "status": "active"
}

What We Don't Extract (MVP)

• Variables like {{company_name}}
• Policy metadata or version info
• Approval signatures
• Complex formatting or tables
• Images or diagrams

User Correction Flow

1. Show extracted text in textarea
2. User can edit directly
3. Save edited version
4. No AI assistance in MVP

Integration Points

• Links to Task Management (policy review tasks)
• Shows in Director Reports (policy status)
• Triggers in Compliance Dashboard (missing policies)

Future Enhancements

• AI extraction of variables
• Policy comparison/merge tool
• Version tracking
• Template suggestions
• Auto-categorization