# Document storage

URL: https://tfw.how/tool-classes/document-storage/
Description: Document storage holds a topic's files. Each topic has one document storage surface, owned by the organization and named with the topic code.

Document storage is the [tool class](/glossary/#tool-class) that holds files: documents, spreadsheets, presentations, scans, images, audio, video, and signed originals.

## Role in TFW

Document storage is the [source of truth](/glossary/#source-of-truth) for the files of a [topic](/glossary/#topic). When a task, a knowledge base page, or a chat message needs a file, it links to the file in document storage. It does not attach a copy.

Document storage is not the source of truth for task status, decisions, or explanations of how the topic works. Those belong in [task management](/tool-classes/task-management/) and the [knowledge base](/tool-classes/knowledge-base/). A knowledge base page can explain what a set of files is for and link to them, so you do not need to describe the files inside the files.

## One topic's surface

The example topic Example Co Operations (topic code EXOP) has one document storage surface.

- **Container.** One shared container that the organization owns, not a person. In products that offer them, this is a shared drive, not a folder in one person's personal storage.
- **Name.** `EXOP Example Co Operations`. The topic code comes first so that a list of containers sorts by code.
- **Structure.** A shallow set of top-level folders by stable subject or by lifecycle, for example `Contracts`, `Meetings`, `Reports`, and `Archive`. Folders for work that produces many files, such as meeting recordings, use dated names such as `2026-10 Meetings`.
- **Permissions.** Access is granted to the topic's group, for example `exop@example.com`, not to individuals one by one. The group matches the topic's [access boundary](/glossary/#access-boundary).
- **Maintainer.** One named person is the [maintainer](/glossary/#maintainer). The maintainer keeps the name, folders, and permissions correct.

## Rules

- Each topic has one document storage surface. Do not create a second one for a subproject; use a folder.
- The organization owns the container. A file that matters to the topic is not stored only in a personal folder.
- The container name contains the topic code and the canonical topic name.
- Keep the folder structure shallow. Two or three levels are enough for most topics.
- Use descriptive file names. A file name should tell a reader what the file is without opening it.
- Keep an original source file next to any managed copy derived from it, when retention rules allow it.
- Grant access through the topic's group. Record any deliberate exception, such as one external person with access to one folder.
- Do not store passwords, private keys, or access tokens in ordinary documents.
- Link to files from other surfaces. Do not copy files into tasks, chat, or email.

## Common mistakes

- **Personal storage as the only storage location.** A file that exists only in one person's personal storage is lost or locked when that person leaves.
- **A second container for the same topic.** A new shared container for a project inside the topic splits the files. This is a [provisioning gap](/glossary/#provisioning-gap); merge the content into the topic's container and record the change.
- **Deep folder trees.** Six levels of folders make files hard to find for people and for AI agents.
- **Sharing file by file.** Sharing individual files with individual people creates access that differs from the access boundary and that no one reviews.
- **Broad link sharing to make a workflow easier.** Do not make a file readable by anyone with the link only so that an automation or an agent can read it. Grant that automation access inside the boundary instead.
- **Folders that mirror a task list.** A folder per task becomes obsolete when the tasks close. Organize by stable subject.

## Tools

- [Google Drive](/tools/google-drive/): How to set up and maintain one topic's document storage surface as a Google Drive shared drive.

Other products in this class follow the same rules.