Give your business documents a home

Choose a structure you can maintain

Start with a small number of folders that reflect how you work. You might organise records by business, year, and document type. Use the same structure each time so that someone returning to the files later can follow it.

Separate working drafts from final versions. Keep personal records apart from business records where possible, and limit access to the people who need it.

Make filenames do some of the work

A useful filename says what the document is without requiring you to open it. A date, a short description, and a reference can be enough. For example, a file named 2026-09-office-invoice-014.pdf is easier to identify than scan-final-new.pdf.

• Use a consistent date format
• Add a short, recognisable description
• Keep reference numbers where available
• Mark drafts and final versions clearly

Build in a short review

Set aside a regular moment to move new files into the right place and identify missing information. Check that scanned documents are readable and complete before filing them away.

Maintain a secure backup and ask your adviser which records you need to keep for your circumstances. An organised folder helps you retrieve a document; it does not replace checking that the document itself is appropriate.