Name files for retrieval
Good file names include date, vendor or employee name, document type, and status. Retrieval matters more than clever folder names.
Decide what gets archived
Every document type needs a retention rule. The rule should say where the file lives, who owns it, and when it should be archived or deleted under company policy.
Audit access quarterly
Remote document work succeeds when access is intentional. Quarterly access reviews catch stale permissions before they become operational risk.