Skip to content

SOP-04: Core Asset Management Guide

The AutomationSurgeon's Asset Organization & Security Framework
Version 2.0
Owner Founder
Trigger New asset creation, security reviews, quarterly asset audits
Purpose To maintain organized, secure, and accessible core assets while ensuring compliance and operational efficiency.

Strategic Context: This document provides asset organization structure. For the strategic framework on building enterprise-grade infrastructure using M365, see SOP-48: M365-Native Solopreneur Enterprise Playbook (Phase 1: Foundation).

1. Core Asset Categories

1.1. Client Assets

  • Project Files: Client-specific automation workflows, documentation, and configurations
  • Credentials: Secure storage of client system access (via secure secret sharing tool)
  • Communication Records: Email threads, meeting notes, and project updates
  • Deliverables: Final automation solutions, documentation, and training materials

1.2. Business Assets

  • Templates: Email templates, proposal templates, and automation workflows
  • Documentation: SOPs, process guides, and knowledge base articles
  • Marketing Materials: Case studies, testimonials, and promotional content
  • Financial Records: Invoices, contracts, and payment documentation

1.3. Technical Assets

  • Automation Workflows: Reusable n8n workflows and Azure Functions
  • Code Repositories: GitHub/Azure DevOps repositories for scripts and templates
  • Security Configurations: Security hardening guides and compliance documentation
  • Tool Configurations: Setup guides and best practices for various tools

2. Asset Organization Structure

2.1. Digital File Organization

AutomationSurgeon/
├── Client Projects/
│   ├── [Client Name]/
│   │   ├── Project Files/
│   │   ├── Documentation/
│   │   └── Deliverables/
├── Business Assets/
│   ├── Templates/
│   ├── Marketing/
│   └── Documentation/
├── Technical Assets/
│   ├── Workflows/
│   ├── Scripts/
│   └── Configurations/
└── Archive/
    ├── Completed Projects/
    └── Retired Assets/

2.2. Naming Conventions

  • Client Projects: [ClientName]_[ProjectType]_[Date]
  • Templates: Template_[Category]_[Version]
  • Documentation: [DocumentType]_[Version]_[Date]
  • Workflows: Workflow_[Purpose]_[Version]

3. Security & Access Control

3.1. Access Levels

  • Founder Access: Full access to all assets
  • Client Access: Limited to their specific project assets
  • Team Access: Role-based access to relevant business assets
  • Public Access: Marketing materials and general documentation

3.2. Security Protocols

  • Password Management: All credentials stored in 1Password
  • Secure Sharing: Use secure secret sharing tool for client credentials
  • Encryption: All sensitive data encrypted at rest and in transit
  • Backup: Automated backups for all critical assets

4. Asset Lifecycle Management

4.1. Creation Phase

  • Asset Identification: Determine asset category and purpose
  • Security Classification: Assign appropriate security level
  • Access Rights: Define who can access the asset
  • Documentation: Create necessary documentation and metadata

4.2. Active Phase

  • Regular Updates: Keep assets current and relevant
  • Access Monitoring: Track who accesses what assets
  • Version Control: Maintain version history for important assets
  • Performance Tracking: Monitor asset usage and effectiveness

4.3. Archive Phase

  • Retirement Criteria: Define when assets should be archived
  • Archive Process: Move assets to archive with proper documentation
  • Retention Policy: Define how long archived assets are kept
  • Disposal: Secure disposal of assets no longer needed

5. Compliance & Audit

5.1. Compliance Requirements

  • Data Protection: Ensure compliance with data protection regulations
  • Client Confidentiality: Maintain client data confidentiality
  • Industry Standards: Follow industry best practices
  • Legal Requirements: Meet all legal and regulatory requirements

5.2. Audit Procedures

  • Quarterly Reviews: Regular asset audits and security reviews
  • Access Reviews: Regular review of access permissions
  • Compliance Checks: Regular compliance assessments
  • Documentation Updates: Keep documentation current and accurate

6. Success Metrics

  • Asset Organization: 95%+ of assets properly categorized and organized
  • Security Compliance: 100% compliance with security protocols
  • Access Control: 100% of assets have proper access controls
  • Documentation: 90%+ of assets have complete documentation