Document storage

Document storage is the 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 for the files of a 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 and the 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.
• Maintainer. One named person is the 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; 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: 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.