ADR-002: Shared PPT Management

Context

During HackSpire 2025, the platform utilized standard Google Forms for data collection. The form asked for a PPT upload. Because teams consisted of 4 members, often 3 or 4 members of the same team would upload the exact same PPT just to ensure their individual form was marked "Complete".

This resulted in 4x storage bloat, and reviewers didn't know which file was the authoritative final version.

Decision

• We will enforce a One Team = One PPT (Single Shared Asset) rule in the database.
• The asset belongs to the Team entity, not the Member entity.
• To prevent bottlenecks where the Team Leader goes offline, any team member with write permissions can upload or replace the PPT.
• We will implement strict Version Control. Uploading a new PPT creates v2 and archives v1.

Consequences

• Positive: Storage costs are drastically reduced. Reviewers always see the single, authoritative source of truth.
• Negative: Requires more complex backend logic to handle version arrays and concurrent upload attempts from different members.