# 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.

- Topic: Productivity & Planning
- Framework: Few-Shot
- Level: Standard
- Tags: Legal, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/design-a-shared-drive-folder-structure-and-naming-convention

## Prompt

```text
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.
```

## 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

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.