Design a shared-drive folder structure and naming convention
A logical folder structure, file naming rules, and access guidance so the team can find documents in seconds.
The prompt
Help me design a shared drive structure for my team or office.
Team and what they produce: [e.g. "12-person office: finance docs, contracts, HR records, marketing assets, board papers"]
Tool: [e.g. SharePoint, Google Drive, Dropbox]
Current problems: [e.g. "duplicates everywhere", "can't find the final version", "everything in one folder"]
Sensitive material: [HR, payroll, legal, board - who should and shouldn't see it]
Retention requirements: [how long certain records must be kept, if known]
Create:
1. Top-level structure: no more than 7-9 folders, organized by function or activity (not by person), with the purpose of each and 2 levels of subfolders as an example.
2. Naming convention: a pattern such as YYYY-MM-DD_Topic_DocType_v01, with rules for dates, versions, "FINAL" (avoid it), and characters to avoid. Give 5 before/after examples.
3. Access model: which folders are open, restricted, or confidential, and who owns access for each. Keep personal and sensitive records in restricted areas only.
4. Archive and retention: when files move to archive and how long to keep each record type - [CONFIRM WITH FINANCE/LEGAL] for statutory periods.
5. Migration plan: how to move from today's mess in stages without breaking links.
6. A one-page guide for staff with the 5 rules that matter most.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Productivity & Planning prompts
What to fill in
- e.g. SharePoint, Google Drive, Dropbox
- HR, payroll, legal, board - who should and shouldn't see it
- how long certain records must be kept, if known
- CONFIRM WITH FINANCE/LEGAL
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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