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Structure Planning

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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/

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Organization Strategies

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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 your entire Knowledge Base

Example:

MSA_Acme_Corp_2024-03-15_v2.1
Policy_Data_Privacy_2024_Current
Research_AI_Liability_CA_2024Q1

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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

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Access Management

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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

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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

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Best Practices

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Maintenance

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  • Update outdated content with current information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

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Team Coordination

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

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Using Citations

  • Request explicit citations by asking GC AI to “provide citations”
  • Verify citations when accuracy is critical
  • Save important citations for future reference
  • Use the citations sidebar to navigate to source documents

Create and document your organization system early—it’s much harder to reorganize later when you have hundreds of documents.