1. Objective
This SOP governs how files are named, organized, and maintained in the business's digital environment. If you can't find a file in under 60 seconds, the file system has failed. For a solo business owner, scattered files — across email attachments, desktops, downloads folders, and multiple cloud platforms — create constant friction and real risk. The wrong version of a document goes to a client. A signed contract can't be located. Your job is to build and maintain a digital infrastructure that eliminates this friction entirely.
Where this SOP starts: Week 1 — set up the naming convention and folder structure before migrating any existing files.
Where this SOP ends: Never — file organization is an ongoing daily discipline.Success looks like: Any file from the last 12 months can be located in under 60 seconds by name or by location. Your executive never asks "where did we save that?" Your executive can navigate the file system independently without needing you. The most recent version of any document is always obvious.
2. Your Role & Boundaries
2a. What you handle independently
- Establishing and applying the naming convention to all new files
- Maintaining the folder structure — creating new subfolders as needed, filing documents immediately
- Running the initial file cleanup (if taking over a disorganized system)
- Conducting the quarterly file audit
2b. What requires executive approval before acting
- Deleting any file (archive instead — see Section 8)
- Changing the top-level folder structure in a way that affects how your executive navigates the system
- Moving a large batch of existing files before confirming the new location with your executive
- Granting access to any folder to an external party
2c. What you never do
- You never save a new file without applying the naming convention
- You never keep multiple copies of the same document in different locations — pick one location and link or reference it
- You never use "final," "v2," or "latest" without a date — these become meaningless after 30 days
- You never delete files — archive them
3. The File Naming Convention
Standard format:
[YYYY-MM-DD]_[Client or Category]_[DocumentType]_[Version]
Examples:
- 2026-04-15_Henderson_Proposal_v1
- 2026-05-01_MarketingAssets_SocialGraphics_Final
- 2026-03-30_Levrly_Contract_Signed
- 2026-04-20_Internal_WeeklyReport_April-W3
Why this format works:
- Date first → Files sort chronologically automatically in any folder
- Client or category → Instantly searchable by client name
- Document type → Clear at a glance what the file is
- Version → Eliminates "which is the latest?" confusion
Version terminology:
- _v1, _v2 — drafts still being revised
- _Final — approved and sent/signed
- _Signed — executed contracts and agreements
Apply this convention to all new files immediately. For existing files, convert during the initial cleanup sprint (Section 7).
4. Standard Folder Architecture
Adapt this structure to the specific business, but maintain the core logic.
[Business Name] — Master/
├── Clients/
│ ├── [Client Name 1]/
│ │ ├── Contracts/
│ │ ├── Proposals/
│ │ ├── Deliverables/
│ │ └── Correspondence/
│ └── [Client Name 2]/
├── Finance/
│ ├── Invoices — Sent/
│ ├── Invoices — Paid/
│ ├── Expenses/
│ └── Tax Documents/
├── Marketing/
│ ├── Brand Assets/
│ ├── Content/
│ └── Templates/
├── Operations/
│ ├── SOPs/
│ ├── Contracts — Vendors/
│ └── Team/
└── Archive/
└── [Year]/
Principle: One place for everything, logical hierarchy, easy to navigate without needing to ask where things are.
5. Daily Filing Discipline
The rule: File every document immediately when you create it, receive it, or process it. Do not save to Downloads and sort later.
Where to file:
- Client document received → File in that client's folder under the appropriate subfolder
- Invoice sent → File in Finance / Invoices — Sent
- Invoice paid → Move from Sent to Paid folder; update date in filename if needed
- New SOP written → File in Operations / SOPs
- Brand asset created or received → File in Marketing / Brand Assets
Never let documents accumulate. A "catch-up filing session" indicates the daily habit has broken down.
6. Cloud Storage Platform Selection
Pick one platform and stay on it. The biggest file management failure in small businesses is files spread across multiple platforms with no system.
| Platform | Best For |
|---|---|
| Google Drive | Businesses running on Google Workspace (Gmail, Google Docs, Calendar). Best for real-time document collaboration. |
| Dropbox | Businesses working heavily with large files (video, graphics, creative assets). Simple sync. |
| OneDrive | Businesses on Microsoft 365 (Outlook, Word, Excel). Deep Office integration. |
Confirm the executive's platform in Week 1. Work exclusively within it.
7. Initial File Cleanup Sprint
If you're taking over a disorganized system, follow this protocol. Don't try to reorganize everything in one session.
Week 1: Build the structure first. Create the folder architecture before moving any files.
Week 2: Migrate active client files. Focus on currently active client projects first.
Week 3–4: Migrate finance and operations files. Invoices, contracts, vendor documents.
Month 2: Archive and sort historical files. Anything older than 12 months goes to the Archive folder by year. Apply naming convention to anything that needs to be findable.
Never delete during cleanup — if uncertain, archive with a note.
8. Archiving Protocol
Files are never deleted — they are archived.
When to archive:
- Client project is complete → Move to Archive/[Year]/Clients/[Client Name]
- Contract expired → Move to Archive/[Year]/Finance
- Tool or process no longer in use → Move to Archive/[Year]/Operations
Archive folder naming: Archive/[Year]/ → organized by year, then by category.
Archived files remain searchable. Archiving keeps the active workspace clean while preserving everything.
9. Quarterly File Audit
Once per quarter:
1. Review the active client folders — any completed projects that should be archived?
2. Review the Finance folders — any paid invoices still in the Sent folder?
3. Review Downloads folder on relevant devices — anything unsaved that should be filed?
4. Check for duplicate files in any location
5. Confirm that the folder structure still reflects the current business shape
Report to your executive: Brief summary of what was reviewed and any significant changes made.
10. Escalation Protocol
Escalate when:
- You can't locate a file that your executive or a client urgently needs
- You discover a significant version control problem (wrong version sent to a client)
- A major file migration would affect the executive's ability to find things temporarily
11. Tools & Access
| Tool | Purpose |
|---|---|
| [Google Drive / Dropbox / OneDrive] | Primary file storage platform |
| [Search tools — native to platform] | File retrieval |
12. Changelog
| Date | Notes |
|---|---|
| April 2026 | Initial release |
How to Use This Document
Your Certified Executive Assistant will organize and maintain your file systems, operational documents, and project tracking infrastructure. To build systems that actually match how your business works, they need to understand your current setup — what exists, what's broken, and what you want to change.
Every question shows our recommended default in bold. If it works for your business, check it and move on. If you want something different, mark your preference.
This document is your EA's operational blueprint.
Section 1: Cloud Storage
1.1 — What cloud storage platform do you use?
- ☐ Google Drive
- ☐ Dropbox
- ☐ OneDrive / Microsoft 365
- ☐ Box
- ☐ Multiple — primary is: _____
- ☐ Other: _____
1.2 — How will your EA access your cloud storage?
- ☐ Shared access via their own account login (Google Drive / Dropbox sharing) — recommended
- ☐ Shared credentials via password manager
- ☐ Other: _____
1.3 — What folders or areas should your EA have access to?
| Folder / Area | Access Level | Notes |
|---|---|---|
| View / Edit / Full | ||
| View / Edit / Full | ||
| View / Edit / Full | ||
| View / Edit / Full |
1.4 — Are there folders your EA should never access or modify?
1.5 — How would you describe the current state of your file system?
- ☐ Organized and maintained — my EA should learn and follow the system
- ☐ Partially organized — EA should help fill in the gaps
- ☐ Needs a full rebuild — EA should audit and propose a structure
- ☐ Doesn't exist — EA should build it from scratch
Section 2: File Organization Preferences
2.1 — Levrly's recommended top-level folder structure:
01 - Clients
02 - Contracts & Legal
03 - Finance & Invoicing
04 - Marketing & Content
05 - Operations & SOPs
06 - Team & HR
07 - Projects (Active)
08 - Archive
- ☐ This works for my business (recommended)
- ☐ I want to adjust this structure — describe your preferred top-level folders:
2.2 — Levrly's recommended file naming convention:
[YYYY-MM-DD]_[Client or Project]_[Document Type]_[Version]
Example: 2026-04-15_Smith_Contract_v2
- ☐ Use this convention (recommended)
- ☐ I already have a naming convention — describe it: _______________
2.3 — How should older or completed files be handled?
- ☐ Archive to a dated folder after project completion (recommended)
- ☐ Delete when no longer needed
- ☐ Keep in place — I'll manage archiving myself
- ☐ Other: _____
2.4 — How often do you want your EA to run a file cleanup?
- ☐ Quarterly (recommended)
- ☐ Monthly
- ☐ Only when I ask
- ☐ Never — I manage my own files
Section 3: Document Creation & Templates
3.1 — What tools do you use for document creation?
- ☐ Google Docs
- ☐ Microsoft Word
- ☐ Notion
- ☐ Other: _____
3.2 — Do you have templates for common documents that your EA should use?
| Document Type | Template Location |
|---|---|
| Client proposals / SOWs | |
| Client emails | |
| Meeting agendas | |
| SOPs | |
| Other: _____ |
3.3 — If no template exists, should your EA create one after producing the document the first time?
- ☐ Yes — build a template from every frequently-repeated document (recommended)
- ☐ Only for documents I use more than 3 times
- ☐ No — I'll create my own templates
Section 4: Project & Task Management
4.1 — What tool do you use for task and project tracking?
- ☐ Asana
- ☐ ClickUp
- ☐ Monday.com
- ☐ Notion
- ☐ Trello
- ☐ A spreadsheet (Google Sheets / Excel)
- ☐ None currently — EA should set one up
- ☐ Other: _____
4.2 — How do you currently assign tasks to your EA?
- ☐ Via the task manager above
- ☐ Via Slack / email
- ☐ Verbally — EA should capture and log
- ☐ Other: _____
4.3 — How do you want active projects tracked?
| Field | Track It? |
|---|---|
| Project name and description | Yes / No |
| Due date | Yes / No |
| Status (Not started / In progress / Blocked / Done) | Yes / No |
| Priority level | Yes / No |
| Owner (you vs. EA vs. third party) | Yes / No |
| Notes and blockers | Yes / No |
4.4 — How often do you want your EA to report on active project status?
- ☐ Weekly — included in the weekly debrief (recommended)
- ☐ Daily — brief status note each morning
- ☐ Only when something changes or a deadline is approaching
- ☐ I'll check the task manager myself
4.5 — How should your EA handle a task or project that's blocked?
- ☐ Flag to me within 24 hours with a specific ask (recommended)
- ☐ Handle the blocker independently if possible, then tell me
- ☐ Flag me immediately, even for small blockers
Section 5: SOPs & Documentation
5.1 — Do you currently have SOPs or process documentation for your business?
- ☐ Yes — and they're current
- ☐ Yes — but they're outdated or incomplete
- ☐ Partially — some processes are documented
- ☐ No — starting from scratch
5.2 — Do you want your EA to document processes as they learn them?
- ☐ Yes — build SOPs for every recurring process they touch (recommended)
- ☐ Only for the most critical processes
- ☐ No — documentation is not a priority
5.3 — Where should SOPs and process documents live?
5.4 — Who should have access to your SOP documents?
- ☐ EA only
- ☐ EA + any contractors or team members who use the processes
- ☐ Me only — EA maintains them but I control access
- ☐ Other: _____
Section 6: Version Control & Record-Keeping
6.1 — How should your EA handle versioning for important documents?
- ☐ Save a new version rather than overwriting — use "_v2", "_v3" in filename (recommended)
- ☐ Overwrite is fine — cloud version history is enough
- ☐ Other: _____
6.2 — Are there document types that should ALWAYS be kept in their original form?
Example: signed contracts, tax documents, original proposals.
6.3 — How long should your EA retain archived files before proposing deletion?
- ☐ 3 years minimum for business documents (recommended)
- ☐ 1 year
- ☐ Indefinitely — nothing gets deleted
- ☐ I'll decide case by case
Section 7: Access Management
7.1 — Should your EA maintain a log of all platforms and accounts they have access to?
- ☐ Yes — updated log kept in the ops folder (recommended)
- ☐ No — I'll track access myself
7.2 — How should new access be granted when a new tool is added?
- ☐ Via password manager shared vault (recommended)
- ☐ EA requests access and I'll add them directly
- ☐ Other: _____
7.3 — If the engagement ends, what is your expectation for access revocation?
- ☐ All access revoked within 48 hours, with a confirmation list (recommended)
- ☐ I'll manage revocation myself
- ☐ Other: _____
Section 8: Anything Else
8.1 — Are there tools or systems in your business that your EA should know exist but not touch?
8.2 — Are there any operational systems that are unusually important to your business that require extra care?
8.3 — Is there anything about how your files or operations are organized that is specific to your industry or workflow?
Sign-Off
By completing this document, you confirm that your EA is authorized to build and manage your file systems and operations within the boundaries you've defined above. Levrly will keep this on file and reference it if questions arise.
| Client Name | _____ |
| Date Completed | _____ |
| VA Name | _____ |
| Levrly Account Manager | _____ |
To update any decision in this document, contact your Levrly account manager or submit a change request through your client portal.