Task Overview

What: Organize and maintain digital file systems

When: Weekly cleanup + real-time filing

Who: EA/Assistant

Time Required: 2 hours weekly + ongoing

Prerequisites

• [ ] Access to cloud storage systems
• [ ] Folder structure template
• [ ] File naming convention guide
• [ ] Document retention policy

Step-by-Step Process

1. Daily filing (10 minutes)
   • Move downloads to appropriate folders
   • Rename files using standard convention
   • Tag documents with relevant keywords
   • Delete duplicate or outdated files
2. Weekly organization (2 hours)
   • Review and organize Downloads folder
   • Update shared folders and permissions
   • Archive completed project folders
   • Backup important documents
3. Monthly audit (30 minutes)
   • Remove files past retention period
   • Update folder structure as needed
   • Check storage usage and clean up
   • Review access permissions

Quality Standards

• [ ] All files follow naming convention
• [ ] No files older than 7 days in Downloads
• [ ] Folder structure remains consistent
• [ ] Team can find documents within 30 seconds

Success Metrics