SayPro Monthly January SCMR-5 SayPro Quarterly Classified Ad Moderation and Management by SayPro Classified Office under SayPro Marketing Royalty SCMR
Document Title: User Communication Records
Purpose:
To maintain a transparent and accountable record of all communications with users regarding rejected classified ads, including feedback, suggested corrections, and any follow-up actions taken. These records help ensure compliance with the SayPro Monthly January SCMR-5 SayPro Quarterly Classified Security and Data Protection Management, as managed by the SayPro Classified Office under SayPro Marketing Royalty SCMR.
Required Information in User Communication Records:
1. General Information
🔹 Date of Communication: The exact date and time when the communication took place.
🔹 Employee Handling the Communication: Full name, position, and department of the SayPro employee responsible for user correspondence.
🔹 User Details: Name, contact information (email, phone number), and SayPro account ID (if applicable).
2. Details of the Rejected Ad
🔹 Ad Title: The title of the rejected classified ad.
🔹 Ad Category: The category under which the ad was submitted (e.g., jobs, real estate, services).
🔹 Reason for Rejection: Clearly stated reason(s) why the ad was rejected, such as:
- Policy Violation: (e.g., prohibited content, misleading information).
- Incomplete Information: Missing details required for approval.
- Inappropriate Content: Violation of community standards or guidelines.
- Duplicate Listing: Similar or identical ad already exists.
3. Communication with the User
🔹 Initial Notification Sent to User:
- Date and time of the email or message.
- Full text of the message sent to the user explaining the rejection and suggested corrections.
- If applicable, a screenshot or copy of the email or chat conversation.
🔹 User’s Response (if any):
- Any reply received from the user, including questions, disputes, or requests for clarification.
- Date and time of the user’s response.
- Summary of the user’s concerns or arguments regarding the rejection.
🔹 Follow-Up Communication:
- Any further clarifications, additional feedback, or approval guidance provided to the user.
- Details of any resubmission attempts by the user and whether the revised ad was approved.
4. Resolution Status
🔹 Final Decision: Whether the ad was eventually approved, permanently rejected, or required further modifications.
🔹 Resolution Date: The final date on which the issue was resolved.
🔹 Employee in Charge of Final Review: Name and position of the employee who made the final decision.
Storage and Management of Records
✔ Secure Storage: All records should be stored in a secure digital database to ensure compliance with SayPro’s data protection policies.
✔ Access Control: Only authorized employees from the SayPro Classified Office and SayPro Marketing Royalty SCMR should access these records.
✔ Retention Period: Records should be retained for at least 12 months for reference and audits.
Compliance with SayPro Security and Data Protection Management
📌 Ensures that all communications are properly documented and transparent.
📌 Protects SayPro from disputes regarding ad rejections.
📌 Maintains consistency in policy enforcement across the classified ad platform.
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