Use names that answer a question
Choose a consistent naming pattern that includes a date, a counterparty and a document reference. Keep the original filename if it carries useful evidence, and use a working label alongside it. Avoid relying on names such as final-new-v2 to explain which version someone approved.
Keep source and interpretation apart
A source invoice, your review notes and an AI-generated summary are different kinds of information. Store or label them so that their roles are clear. A summary can help someone navigate the work, but it should not replace the document it describes.
Build a small intake routine
Choose when new documents are reviewed and who handles missing details. Check readability, completeness and duplicates first. A brief weekly routine is easier to maintain than a large cleanup when the records are already needed for a decision.
Make access intentional
Share the records needed for the task with the people responsible for it. Avoid putting credentials or unrelated personal data into a general discussion. If a colleague leaves the task with a question, include the reference they need to continue rather than forwarding an entire archive.