> ## Documentation Index
> Fetch the complete documentation index at: https://docs.gc.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# File Organization

> Best practices for organizing and maintaining your files in GC AI

## Structure Planning

<Frame>
  <img src="https://docs-images-gcai.s3.us-east-2.amazonaws.com/documentation/Files/files-organizing-files.gif" alt="File organization in GC AI" />
</Frame>

### Folder Hierarchy

* Create logical main categories for your legal documents
* Use consistent naming conventions across all folders
* Consider how your team accesses different document types
* Plan for scalability as your document collection grows

Example structure:

```
Legal/
  ├── Contracts/
  │   ├── Templates/
  │   ├── Executed/
  │   └── Negotiations/
  ├── Policies/
  │   ├── Current/
  │   └── Archive/
  └── Research/
      ├── Memos/
      └── References/
```

## Organization Strategies

### Document Naming

* Use clear, descriptive names that identify content at a glance
* Include relevant dates in a consistent format (YYYY-MM-DD)
* Add version numbers for documents that change over time
* Maintain consistency across all your files

Example:

```
MSA_Acme_Corp_2024-03-15_v2.1
Policy_Data_Privacy_2024_Current
Research_AI_Liability_CA_2024Q1
```

### Metadata Management

* Tag documents with relevant categories for easier searching
* Add descriptions that summarize key document information
* Include key dates such as effective date and review date
* Note related documents to create connections between files

## Access Management

### Permission Structure

* Set appropriate access levels based on document sensitivity
* Create sharing groups for teams that need similar access
* Manage team permissions through the Organization settings
* Review access regularly to maintain security

### Version Control

* Track document versions with clear naming conventions
* Maintain change logs to document what was updated
* Archive old versions in dedicated folders
* Document updates with comments for team awareness

## Best Practices

### Maintenance

* Schedule regular organization reviews quarterly
* Clean up unused files to reduce clutter
* Update outdated content with current information
* Consolidate duplicates to avoid confusion

### Team Coordination

* Share organization guidelines with all team members
* Train new team members on your files structure
* Document your organization procedures for consistency
* Maintain naming and folder conventions across the team

### Using Citations

* Request explicit citations by asking GC AI to "provide citations"
* Hover over citation badges to preview quoted text without leaving the chat
* Click citations to open the source document with the relevant passage highlighted
* Copy text with citations included using the copy button or text selection popover
* See [Citations](/docs/files/citations) for full details

### Smart Document Access

GC AI uses specialized tools to access your documents on demand:

* **Read** specific sections of documents as needed
* **Search** across documents for keywords and phrases
* **Query** documents using semantic search for conceptually related content

This on-demand approach lets you work with more documents than would fit in a single context window. Organize your documents well so the AI can efficiently find what it needs.

<Tip>
  Create and document your organization system early. It's much harder to
  reorganize later when you have hundreds of documents.
</Tip>