📂 File Management Guidelines
Google Drive - Project files
This document provides clear instructions for managing company files on Google Drive, ensuring efficient collaboration, security, and organization.
🔹 Where Do We Store Files?
All project-related files must be stored on:
=> Google Drive
Storing critical documents in Google Drive ensures accessibility even if your hardware fails.
> Note: When a project folder is shared with you, create a shortcut in your Drive for easy access.
📁 Folder Structure
Company files are organized into three main types:
📌 Internal Projects
🔹 Shared folders with edit access for all involved members.
🔹 Used for company-owned projects that do not involve external clients.
🔹 Access is restricted to relevant teams or departments.
🔹 Stores project documentation, meeting notes, and internal reports.
➡️ Keep files structured and organized within relevant subfolders.
📌 External Projects
=> How Do We Name Project Folders?
Each project has two types of folders:
- Internal →
INT - Project Name - External →
EXT - Project Name
📌 Internal (INT) folders are shared only within the Kiara TechX team.
📌 External (EXT) folders may include clients and external collaborators.
Important: Never store sensitive internal information in an external folder.
External folders may exclude project numbers for confidentiality.
🔹 Used for projects involving clients, vendors, or partners.
🔹 Access is granted based on project needs and confidentiality agreements.
🔹 Stores contracts, client communications, and project timelines.
📌 Role-Specific Folders
🔹 Shared folders for specific roles with edit access.
🔹 Stores role-specific files such as training materials, SOPs, and resources.
🔹 Access is restricted to relevant teams/departments.
🔑 Access Control
🚫 Never share internal files with anyone outside the organization.
✅ Regularly review and update folder permissions to ensure proper access control.
🔄 Version Control
🔹 Always work on the latest version of a document.
🔹 Use Google Drive’s version history to track changes (who, when, what).
🔹 For major revisions, create a new file and archive the old one.
📦 Archiving & Deletion
🔹 Archive completed projects in an Archive folder.
🔹 Delete obsolete or redundant files (after confirmation).
🔹 Conduct monthly cleanups to keep storage organized.
📌 Best Practices
✔ Avoid duplicate files—check before uploading.
✔ Use descriptive naming to easily locate files.
✔ Utilize Google Drive’s search feature for quick access.
🔐 Compliance & Security
✔ Follow company policies on data protection and confidentiality.
✔ Do not share files with unauthorized individuals.
✔ Use two-factor authentication for Google accounts.
❓ Questions or Access Requests?
📩 Contact your manager for assistance.