Google Drive Folders Structure

All the project files should be stored in the shared drive for the PM team.

When a new project starts, the PM can copy the folders for the project from the designated template.

To ensure consistency and clarity in file organisation, use the following structure for storing project-related documents on Google Drive. The structure is divided into client-facing and internal team use folders.

Client Files

These folder is shared exclusively with the client, and contains 3 folder:

1. Legal Documents – used for agreements and SoWs, which are treated as appendices to contracts.

The folder should contain one document for each document type. Outdated or revised documents must be moved to the Archive folder within the folder.

2. Project Documents – used for timelines, estimates, and other project-related files.

The folder should contain lates version of every file. Outdated or revised versions must be moved to the Archive folder within the folder.

3. Client’s Content – used for files and resources provided by client.

Team files

These folders are for internal collaboration with the team and reporting.

1. Project Report – used for final project report or any ad-hoc reports related to the project.

This folder can be shared within the PMO team and with management.

2. Project Files – used for the files created or collaborated on by the project team.

Access is granted only to team members actively working on the project.

Files Naming

To make files in G-Drive more consistent and searchable, the files should be named in the following order:

Where,

• yyyymmdd – date when the given document was created;

• Client name – name of the client’s legal entity (as in invoices, or Jira);

• Project – name of the project;

• DocType – type of the document, e.g. Agreement/SoW/Timeline/Estimation, etc.;

• Version – if the document has different versions.