Digital Filing System Setup for a Remote Office

A remote-based business team needed to organize their shared documents after years of disorganized cloud storage usage. Files were spread across multiple services (Google Drive, Dropbox, email attachments), making it difficult to find updated versions or maintain access control.

We conducted an initial audit of the folder structure and file types, then proposed a consolidated system in Google Drive with clearly labeled folders, access groups, and naming conventions. We migrated files into the new structure, cleaned duplicates, and created a short handbook for team use.

We also set up automated alerts for shared file changes and weekly backup exports to ensure long-term control. Permissions were streamlined to match team roles (admin, editor, viewer).

Platform: Google Workspace
Tools Used: Google Drive, Sheets, Shared Drives, Zapier
Duration: 1.5 weeks
Scope of Work:

• File structure planning and naming standard setup

• Cross-platform file migration and cleanup

• Permissions review and role-based access

• User guide for staff

• Backup and versioning solutions

Outcome:
The team gained a clean, easy-to-navigate digital archive with improved collaboration and reduced confusion. It also reduced the risk of losing documents or using outdated versions.