Company Details

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1) Folder Structure & Naming

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Define top-level folders (Work / Clients / Finance / Media / Archive)
Keep it simple and intuitive; avoid deep nesting.
Standard naming convention (YYYY-MM-DD + Title + v#)
Example: 2026-01-08-ClientProposal-v2.docx
Separate Active vs Archive
Move completed work monthly to reduce clutter.

2) Version Control & Duplicates

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Keep one “source of truth” file for each document
Reduce multiple “final-final” copies.
Duplicate cleanup schedule (weekly/monthly)
Search and remove redundant copies; keep the latest approved version.
Final format policy (PDF for approved, editable for drafts)
Store approved documents as PDF; keep editable sources separately.

3) Backup & Security

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Backup plan (3-2-1 rule)
3 copies, 2 storage types, 1 off-site/cloud.
Access control (roles, permissions, restricted folders)
Limit editing to owners; view-only where needed.
Sensitive data handling
Passwords, finance, client data stored securely (encrypted vault where possible).

4) Workflow & Maintenance

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Use a “To-Sort” folder for downloads & incoming files
Process weekly; move into correct folders.
Quarterly review and cleanup
Rename unclear files, merge folders, remove obsolete docs.
Document your system (one-page SOP)
Short note describing folder structure + naming rules + backup plan.