1. Objective

This SOP governs how you maintain, update, and version-control the SOP library over time. Writing an SOP once is not enough. Processes change, tools get updated, client preferences evolve. An SOP library that isn't maintained becomes a liability — people follow outdated instructions and produce wrong outputs with confidence. This SOP ensures your library stays accurate, current, and usable.

Where this SOP starts: Any time a process changes, a tool is updated, or an SOP produces an incorrect result.
Where this SOP ends: When the SOP is updated, stored correctly, and any affected team members are notified.

Success looks like: Every SOP in the library reflects the current way the task is done. No one ever follows an outdated SOP and produces a wrong result because the documentation was wrong. The SOP library is actively used — not a museum.

2. Your Role & Boundaries

2a. What you handle independently

• Updating SOPs when you discover a process has changed
• Flagging SOPs for review when a tool or platform changes
• Running the quarterly SOP audit
• Maintaining version history in SOP documents

2b. What requires executive approval before acting

• Changing the process itself (not just documenting a change that already happened)
• Removing or archiving an SOP your executive may want to reference
• Any change to an SOP that involves a client-facing process

2c. What you never do

• You never edit an SOP without noting the date and what changed
• You never delete old versions — archive them
• You never leave an SOP with known inaccuracies in circulation — update or pull it
• You never assume a process is still current without verifying

3. When SOPs Need to Be Updated

Trigger events — update immediately:
- You complete a task and discover the SOP steps are wrong or missing something
- A tool the SOP references has changed (new interface, new location of a button, platform update)
- Your executive changes how they want a task done
- A new team member tries to follow an SOP and it doesn't produce the right result
- You've discovered a better, faster, or more reliable way to complete the process

Trigger events — flag for review:
- A tool you use gets a major update
- A recurring task hasn't been performed in 60+ days (process may have changed)
- A client's preferences or systems have changed
- The business has grown and the SOP no longer scales to the new volume

4. Version History Standard

Every SOP must include a version history section. Do not delete old information — add a new entry.

Format:

## Version History

| Date | Updated By | What Changed |
|------|-----------|--------------|
| April 2026 | [Name] | Initial release |
| [New date] | [Name] | Updated Step 4 — QuickBooks moved invoice send button to new location |
| [New date] | [Name] | Added Step 7 — client now requires PDF copy in addition to digital invoice |

Do not use version numbers (v1.0, v2.0). Use dates. Dates are more informative and don't require version tracking logic.

5. Quarterly SOP Audit

Once per quarter, conduct a full audit of the SOP library.

Audit checklist:
- ☐ Are there new recurring tasks that don't yet have an SOP? → Schedule to write them
- ☐ Are there SOPs for tasks that no longer exist? → Archive them
- ☐ Have any tools in the SOPs been updated with interface changes? → Update affected SOPs
- ☐ Has your executive changed any preferences that affect documented processes? → Update affected SOPs
- ☐ Are there any SOPs that were written but never validated through actual use? → Test and confirm

Time to allow: 1–2 hours for a library of 10–20 SOPs. More for larger libraries.

Report to your executive: Brief summary of what was reviewed, what was updated, and any gaps identified.

6. SOP Archiving Protocol

When an SOP is no longer current (the task no longer exists, the process has been completely replaced):
1. Do not delete it. Move it to an "Archived SOPs" subfolder.
2. Add a note at the top: "ARCHIVED [date] — [reason for archiving]. Replaced by [new SOP name] if applicable."
3. Update any other SOPs that reference it to point to the new version.

7. Communicating SOP Updates

When an SOP is updated and others may be affected:
- Notify relevant team members of the update and the key change
- If the change is significant, review the updated SOP together rather than just sending a link
- Add the update to your next weekly check-in summary: "Updated the invoice SOP — Step 4 changed due to the QuickBooks interface update."

8. Escalation Protocol

Escalate when:
- An SOP is being followed and consistently producing wrong results — the process itself may need to be redesigned
- A major tool or platform change has affected multiple SOPs and you need to pause use of affected SOPs until updates are complete
- An SOP update would change how work is delivered to a client — confirm with your executive before implementing

9. Tools & Access

10. Changelog