Guides
Step-by-step guides on corporate file usage, security and team collaboration.
- File layout
How to resolve shared folder chaos?
Shared folder clutter is resolved by dividing storage areas according to departments and granting access only to relevant individuals in each area. Additionally, version history instead of duplicate copies of the same document, a recycle bin for deleted files, and simple naming rules are required. This guide explains how to tidy up a messy shared drive step by step.
7 min read - Access and permissions
How to set up department-based file access?
Department-based file access is established by grouping each department's files into a separate area and assigning permissions to the department rather than to individuals. This way, employees joining a department automatically gain access to the relevant files, while those leaving lose access automatically. This guide explains how to plan read, write, and delete permissions using the least privilege principle.
6 min read - Versioning and restoration
What is file version control and how is it applied?
File version control involves saving each change as a new version of a document, allowing you to revert to previous states when needed. The document name remains unchanged; the system records who uploaded which version and when. This replaces the chaotic practice of using filenames like 'final_final_v3'. This guide explains what version control achieves and how it is implemented within an organisation.
6 min read - Versioning and restoration
How to restore a deleted work file?
If your system has a recycle bin and the retention period hasn't expired, a deleted work file can be restored with a few clicks. If there is no recycle bin, the only option is to restore from backup via IT, which may take days and might not include the latest changes. This guide explains the first steps to take when a file is deleted and how to determine the retention period.
6 min read - File layout
How to organise the company document archive?
Corporate document archives organise documents by collecting them in areas separated by department and year, assigning each a consistent name, status tag, and access rule. The purpose of a digital archive is not just storage, but finding the requested document within seconds. This guide explains the structure to be set up to make a messy archive searchable.
6 min read - Artificial intelligence
How to summarise a contract using AI?
AI contract summarising involves reading the entire document into a language model and converting parties, durations, obligations, and clauses requiring attention into a short report. Summarising allows understanding a long document in seconds rather than minutes; however, it does not replace reading the full text for signing or legal decisions. This guide explains the correct use of summarisation.
6 min read - File layout
How is the file naming standard determined?
File naming standard; a short rule that writes the date, party, project, and document type in the same order and format on every file. For example, a name like '2026-09-24_AcmeLogistics_Contract' shows what the file is about without opening it and automatically sorts chronologically in alphabetical order. This guide explains how to write a corporate file naming rule.
6 min read - Email and archive
How are email attachments regularly archived?
To regularly archive email attachments, incoming attachments should be saved directly to the relevant department's file area instead of being downloaded and kept on the desktop; there they are subject to naming, versioning, and access rules. This way, a quote or invoice is not just available in the inbox of the person who received it, but becomes accessible to the entire team. This guide explains how to set up an attachment archiving routine.
6 min read