Guides

How to organise business documents in a small company

A practical folder and naming structure for contracts, licences, insurance, tax and HR records, and how to keep versions under control.

Start with a small set of categories

Too many folders are as bad as too few. Most small businesses do well with around eight: company registration, licences and permits, insurance, contracts, tax, HR and staff, policies and procedures, and other. Add industry-specific ones only when you need them, such as food safety or subcontractor documents.

Use consistent names

A good pattern is what - who - year, for example "Public liability certificate - Example Insurance - 2026". Avoid "final", "new" and "v2" in names; they stop meaning anything within weeks.

Record the dates that matter

For every document that can expire, record the issue date and expiry date alongside it, not just in the file. That is what lets you see at a glance what is about to lapse.

One current version, with history

When a contract or certificate is renewed, the new file should become the current one while the previous version stays available. That way people always open the right version, and you still have the paper trail.

Decide who can see what

Payroll, HR and personal documents should only be visible to the people who need them. Everything else is usually better shared with the whole team so nobody has to ask where things are.

Know where the originals are

Some documents, such as signed deeds, still exist on paper. Note where the original is kept so you can find it quickly when a bank, buyer or auditor asks.