General

Document Management Best Practices Guide

Guide for establishing document management processes — naming conventions, version control, access permissions, and retention.

Naming Conventions

Establish a standard file naming format (date, project, version)Define abbreviation standards for common termsProhibit special characters that cause system issuesDocument naming convention examples for each document type

Folder Structure

Design a hierarchical folder structure by project or departmentCreate templates for standard project folder setupsEstablish rules for when to create subfoldersMaintain a master folder structure guide accessible to all teams

Version Control

Implement a version numbering system (major.minor format)Define when a new version vs. a revision is warrantedRequire track-changes or redline for collaborative editingArchive superseded versions with clear labeling

Access & Permissions

Define access levels: view only, comment, edit, adminAssign permissions based on role and need-to-knowImplement a process for requesting access to restricted documentsConduct quarterly access reviews and remove stale permissions

Retention & Disposal

Create a retention schedule based on document type and regulationDefine the process for archiving documents past their active periodEstablish secure disposal methods for sensitive documentsDocument legal hold procedures for litigation-relevant materialsTrain all staff on retention policies and their responsibilities

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