Audit beginner Works with: Any AI

File Naming and Storage Structure Audit

Table output Has example

Check how documents are organised and found.

The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.

[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.

Audit shared file storage. Folder tree to three levels, examples of file names and a description of access: [STORAGE_STRUCTURE]. Time spent searching and recurring problems: [PROBLEMS]. Retention needs: [RETENTION].

Check inconsistent names, duplicates, personal folders holding business files, unclear ownership, sensitive files in open folders, and no archive rule. Propose a naming convention and a simple structure.

Return a table with Area, Problem and Fix, a naming convention of ten rules, and a clean-up plan in stages. Retention rules are [VERIFY] for [JURISDICTION].

Also suggest a pilot with one team before changing everything, a plan for moving files without breaking links, and a monthly tidy of ten minutes. Add a rule for deleting duplicates only after a backup and a notice to owners. Further, suggest a one-page naming guide pinned at the top of the main folder.

Finish with a note on how this review might be wrong, naming the biases or gaps in the material that could have misled you.

Fill in before use

Optional: type your details and the prompt above updates. Nothing is saved or sent.

Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.

Review (invented shared drive)
Folders: 212 at level 2; names such as "New folder (3)", "Final", "FINAL v2".
Examples of file names: "proposal.docx", "proposal_final.docx", "proposal_final_AP.docx".
Duplicates found by name: 140 files.
Sensitive: HR spreadsheet in an open "Admin" folder. Red.
Personal folders hold client work for 3 clients.
Convention: YYYY-MM-DD_client_topic_v01. Structure: Clients / Projects / Admin / Archive.
Clean-up plan: take a full backup; pilot the new structure with one team for two weeks; move folders in stages and leave a note in each old location; set a ten-minute weekly tidy and a rule that duplicates are deleted only after owners are told. Retention rules are [VERIFY] for [JURISDICTION].

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