CiviCore Resource Library

Tag: Folder Structure

  • Google Workspace Folder Structure for Small Offices

    Introduction

    This guide provides a suggested Google Workspace Shared Drive and folder structure for small offices that need a simple way to organize documents, templates, reports, project files, and archives.

    It is designed for LGUs, barangays, water districts, local organizations, and small teams that need practical file organization without building a complex records system at the start.

    The structure can be adapted for Google Drive, Shared Drives, or a similar cloud storage platform.

    When to Use This Resource

    Use this guide when an office is:

    • Setting up Google Workspace for official files
    • Creating a new Shared Drive
    • Reorganizing scattered files
    • Standardizing file names
    • Separating active files from archives
    • Assigning access by office function
    • Reducing reliance on personal email or personal storage accounts

    Template or Guide Body

    # Suggested Shared Drive Structure

Shared Drive Name:

[Office Name] - Official Files

Example:

Barangay ABC - Official Files
Municipal Planning Office - Official Files
Water District Customer Service - Official Files

## 1. Administration

Use this folder for general office administration files.

Suggested subfolders:

- 01_Office Orders and Memoranda
- 02_Meeting Minutes
- 03_Correspondence
- 04_Office Policies
- 05_Inventory and Supplies
- 06_Travel and Activities

## 2. Finance

Use this folder for finance-related documents that are approved for storage in the shared office system.

Suggested subfolders:

- 01_Budget
- 02_Purchase Requests
- 03_Canvass and Quotations
- 04_Disbursement Documents
- 05_Liquidation
- 06_Financial Reports

Access reminder:

Limit finance folders to authorized personnel. Do not store sensitive financial or personal information without proper authority and safeguards.

## 3. Projects

Use this folder for project proposals, implementation files, monitoring documents, and related attachments.

Suggested subfolders:

- 01_Project Proposals
- 02_Approved Projects
- 03_Implementation Documents
- 04_Photos and Documentation
- 05_Monitoring Reports
- 06_Project Closeout

Optional project folder format:

    text
    Projects/
    2026-Street-Lighting-Project/
    01_Proposal
    02_Budget
    03_Approvals
    04_Implementation
    05_Photos
    06_Reports

    ## 4. Personnel

Use this folder only for personnel documents that the office is authorized to store.

Suggested subfolders:

- 01_Attendance
- 02_Designations
- 03_Training
- 04_Performance
- 05_Staff Assignments

Access reminder:

Personnel folders may contain sensitive personal information. Access should be limited to authorized personnel only.

## 5. Communications

Use this folder for official communications and public-facing materials.

Suggested subfolders:

- 01_Incoming Communications
- 02_Outgoing Communications
- 03_Public Advisories
- 04_Social Media Materials
- 05_Press Releases
- 06_Email Templates

## 6. Reports

Use this folder for recurring reports and submissions.

Suggested subfolders:

- 01_Monthly Reports
- 02_Quarterly Reports
- 03_Annual Reports
- 04_Agency Submissions
- 05_Monitoring Reports
- 06_Special Reports

## 7. Templates

Use this folder for standard office templates.

Suggested subfolders:

- 01_Letters
- 02_Forms
- 03_Project Proposals
- 04_Reports
- 05_Certifications
- 06_Checklists

Template naming example:

    text
    template_request-letter_general-v1.docx
    template_project-proposal_barangay-v1.docx
    template_meeting-minutes_regular-session-v1.docx

    ## 8. Archives

Use this folder for old or completed files that should be retained but are no longer active.

Suggested subfolders:

- 2024
- 2025
- 2026
- Completed Projects
- Old Templates
- Superseded Documents

Archive reminders:

- Move completed project files to archives after closeout.
- Keep active files separate from old files.
- Do not delete official records without proper authority.

    Sample File Naming Conventions

    Use file names that are consistent, readable, and easy to search.

    Suggested format:

    YYYY-MM-DD_document-type_subject_office-or-project

    Examples:

    2026-06-15_request-letter_training-support_barangay-abc
2026-06-20_project-proposal_water-system_purok-2
2026-07-01_minutes_regular-session_sangguniang-barangay
2026-07-10_public-advisory_water-interruption_zone-3
2026-07-15_budget-summary_street-lighting-project

    Version examples:

    2026-06-20_project-proposal_water-system_purok-2_v1
2026-06-20_project-proposal_water-system_purok-2_v2
2026-06-20_project-proposal_water-system_purok-2_final

    Avoid:

    • final-final
    • latest
    • new
    • edited
    • untitled document
    • vague abbreviations that only one person understands

    Access Control Reminders

    Set access based on roles and responsibilities.

    Suggested access levels:

    • Management / head of office: manage or edit access where appropriate
    • Records or admin staff: edit access for administration and templates
    • Finance staff: restricted edit access for finance folders
    • Personnel staff: restricted access for personnel folders
    • General staff: view or edit access only where needed
    • External partners: limited access to specific folders or files only

    Review access regularly.

    Remove access when staff transfer, resign, complete a project role, or no longer need a folder.

    Avoid storing sensitive personal information without proper authority, safeguards, and access controls.

    Notes for Customization

    Rename folders based on the actual office structure. A barangay, water district, municipal office, cooperative, and NGO may need different subfolders.

    Keep the first version simple. Too many folders can confuse staff and result in files being saved in the wrong location.

    Write a one-page folder guide for staff so everyone knows where files should be saved.

    Disclaimer

    This guide is provided for general planning and office workflow assistance only. It is not official technical, cybersecurity, records management, data privacy, legal, or compliance advice. Users should review and adapt it according to their office policies, applicable requirements, available systems, and approval procedures.

    Related Resources

    • Office Digitalization Starter Guide
    • Water District Website Modernization Checklist
    • LGU Request Letter Template
    • Barangay Project Proposal Template
    • Website Content Checklist for Public-Service Offices