TCD Trusted Provider Sally Todd continues…

Whilst some are totally happy with the jumble and live by the search function, there are those of us that know and love order and the ability to pin point that vital document in a few clicks of the mouse.   I previously spoke about working in shared folders and best practice – now I am sharing an approach to a full digital filing system.

Folder Structure

Organising files into a clear, hierarchical folder structure improves navigation and retrieval.

Main Folders

Main top-level folders are based on your business’s core departments, projects, or other high-level categories. These could look something like this:

  • Finance & Accounting
  • Human Resources
  • Legal & Compliance
  • Operations, Systems & Processes
  • Sales & Marketing
  • Customers & Projects

Subfolders

Subfolders within the main folders are for specific purposes or projects. Examples include:

  • By Project: Project Name > Phase 1, Phase 2
  • By Document Type: Contracts, Invoices, Reports etc

Working Folders

Use working folders for drafts, archived files, or documents under review

  • Drafts,
  • Archive,
  • Review,
  • Final to differentiate them from final documents.

File Naming Conventions

To ensure uniformity, every document follows a strict file naming convention. A standardised format for file names makes it easy to identify and retrieve documents.

Folder Naming Convention

  • Avoid special characters (/, , %, &, *).
  • Use descriptive names without ambiguity.

General Format

[Date][DocumentName][Description][Version/Status].extension

Example:

  • 2024-03-15 Typden Contract WebsiteV2.pdf
  • 2023-07-30 PrintnProjects Invoice123 Business Cards.xlsx

Details

  • Date: Use YYYY-MM-DD to keep files in chronological order.
  • Document Type: Define whether it’s a report, invoice, memo, contract, etc.
  • Description: A brief, specific description of the document content.
  • Version/Status: Include a version number (V1, V2) or status (Final, Draft) for tracking progress.

Version Control

Version control helps in tracking changes, maintaining a history of edits, and avoiding overwriting important files.

Versioning System

  • Start with V1.0 for the initial document.
  • Increment to V1.1 for minor changes, corrections, or revisions.
  • Increment to V2.0 for major changes or new versions.

Final Versions

Once the document is finalised, append “Final” to the name.

Example: 2024-03-15 Report Marketing (Final).pdf

Avoid Overwriting

Always save new versions instead of overwriting old files.

Access Rights and Permissions

Restrict access to sensitive files and folders based on roles and responsibilities to ensure data security and integrity.

  • Folder Permissions
    Define read, write, and modify permissions on folders based on user roles (e.g., HR, finance, legal). Sensitive files should have access restricted to authorised personnel only.
  • Collaborative Files
    Shared folders and collaborative documents should allow specific users to edit, while others may only have view access. For sensitive data, ensure a document is shared on a “need-to-know” basis.
  • Backup Protocols
    Ensure regular backups of critical documents to prevent data loss due to accidental deletion, corruption, or system failures. Store backups securely, in cloud storage on SharePoint and ensure your device is synced every day

File Archiving and Retention

Our file repository is kept manageable by periodically archiving or deleting outdated files.

  • Archiving
    Move older files or completed project documents into an Archive folder, retaining them for reference without cluttering active directories.
  • Retention Policy

Have defined a retention policy for each file type:

  • Financial records: Keep for 7 years.
  • Legal contracts: Keep indefinitely or based on legal regulations.
  • Routine memos or communications: Delete after 1-2 years.

Delete Unnecessary Files

Periodically we review and delete unnecessary files (e.g., drafts or temporary versions) in accordance with the retention policy.

Audit and Review Protocol

Periodically review the filing system to ensure it remains organised and efficient.

  • Annual Review
    Conduct an annual audit of the file structure, archiving outdated folders, and checking for compliance with the naming and storage conventions.
  • Update Filing System
    Make necessary adjustments based on changes in the organisation’s operations, growth, or regulations.

Following this digital filing protocol will ensure all files are well-organised, easily accessible, and secure.  Feel free to follow this guide and find your way to filing heaven or let me do it all for you. I offer a design and implementation service where I learn about you and how you work, your business and how it operates and then I design and implement a filing system to suit, teach you how to use it and hand it over.  Or, for those who regularly find themselves in a pickle then I can take control on a monthly basis and you know your business files are permanently in tip top shape!

 

Sally Todd is a Virtual Assistant Supporting Coaches and Independent Practitioners

Sally is a highly experienced virtual assistant committed to helping coaches, just like you, to streamline their operations, freeing up time to focus on what they do best: empowering their clients.

With expertise in administrative support, systems and processes, client communication, scheduling, and project management, Sally provides tailored solutions that enhance productivity and efficiency.  Whether you need help managing your calendar, organising client information, or creating systems to simplify your workflow, Sally brings a professional, proactive approach to every task.