With the growing use of document management platforms, companies benefit from an effective way to store, manage and access their documents. However, the success of this management depends largely on properly preparing documents for upload to document management platforms. Organising files in a specific folder before uploading not only makes the process easier but also prevents problems with confidential, outdated, poorly identified or unsuitable documents. This article explains why this practice matters and what care to take to ensure efficient and secure document management.
Avoid uploading confidential and personal documents
Organising documents in a folder before uploading allows you to carefully review the content to be made available on the platform. Among many files, there are often documents containing confidential or personal information that should not be shared or stored on document management platforms. By taking the time to organise and review documents in a separate folder, you can ensure that only the right files reach the platform. As a result, the company avoids potential privacy breaches and compliance issues with regulations such as the GDPR (General Data Protection Regulation).
Excluding outdated documents
Outdated documents can cause confusion and even lead to decisions based on incorrect information. For this reason, organising documents in a folder before uploading makes it possible to identify and remove files that are no longer relevant. In this way, the document management platform holds only the latest and most accurate versions of documents, which makes information easier to find and use.
Correct file identification
One of the main challenges in document management is ensuring that files are correctly identified and, where possible, classified. Vague or inconsistent file names can make files harder to locate and use later. By organising documents in a folder before uploading, you can review and correct file names. The company thus ensures that all files are clearly identified and follow internal naming conventions. This review not only makes future searches easier but also contributes to more organised and efficient document management.
Ensuring document quality
Uploading low-quality documents, such as images with insufficient resolution or damaged files, can undermine the effectiveness of the document management platform. By organising documents in a folder before uploading, you can check the quality of each file. In this way, you confirm that all of them are fit for storage and use. This preliminary care helps maintain the integrity and usefulness of documents on the platform.
Controlling file size
File size can have a significant impact on the performance of the document management platform. Indeed, overly large documents can take up storage space unnecessarily and make it harder to share and quickly access files. Organising documents in a folder before uploading makes it possible to identify excessively large files and take steps to optimise or compress them. The result is more efficient use of space and better platform performance.
Removing duplicate files
Document duplication is a common problem in the workplace, especially when several users work with the same files. Uploading duplicate documents to a document management platform can cause confusion and make it difficult to identify the correct version to use. By organising documents in a folder before uploading, you can identify and remove duplicate files. Consequently, only one version of each document reaches the platform.
More efficient uploading
Organising documents in a dedicated folder before uploading them to the document management platform not only helps avoid errors but also makes the upload process faster and more efficient. For example, with all the necessary documents already prepared, the user can upload the files in one go, without having to go back to search for, check or correct individual files. This streamlined process saves time and minimises the margin for error during uploading.
Creating a logical folder structure
Before uploading documents, it is useful to create a logical folder structure within the preparation folder. The document management platform can then replicate this organisation, which makes it easier to navigate and access documents later. A well-designed folder structure helps maintain organisation and ensures that all documents are easy to find, even as the volume of files grows.
Supporting compliance with internal policies and regulations
Many companies have strict internal policies on document management and storage, as well as external regulations to comply with, such as the GDPR. Organising documents in a folder before uploading makes it possible to ensure that all files comply with these policies and regulations. In this way, the company avoids legal and operational problems. This check includes, for example, keeping the appropriate documents, respecting retention periods and properly protecting sensitive information.
User training and awareness
Encouraging users to organise documents in a folder before uploading also helps promote good document management practices within the company. Training and awareness reinforce this proactive approach. They thus ensure that all employees understand the importance of properly preparing documents and follow the recommended procedures. In the long term, this practice contributes to a culture of organisation and documentary rigour that benefits the whole company.
Practical rules for preparing documents for upload
Preparation is most effective when it follows simple rules that everyone knows. It is therefore advisable to define a few common guidelines:
| Aspect | Recommended rule |
|---|---|
| File name | Entity_DocumentType_YYYY-MM-DD, without accents or spaces |
| Format | Searchable PDF; PDF/A for long-term preservation |
| Scanning | 300 dpi, in black and white or greyscale, with text recognition |
| Multi-page documents | A single file per document, with the pages in the correct order |
| Personal data | Only what is necessary for the purpose |
For example, ‘CompanyX_WorkAccidentInsurance_2026-01-31.pdf’ identifies the entity, the document type and the expiry date without the need to open the file. In addition, a consistent name makes validation easier and prevents uploads to the wrong document type.
Personal data minimisation
The GDPR requires that only the personal data necessary for the purpose is processed. Before uploading, it is therefore advisable to check whether the document contains more information than needed. For example, the platform needs the worker’s fitness for work certificate, but not medical reports. Similarly, for an identity card, it may not be necessary to keep a full copy, as recording the essential details may be enough. As a result, the company reduces the risk in the event of a data breach.
Practical example: A contractor with 30 workers
Consider a contractor that needs to upload documents for 30 workers to a contractor approval platform. First, it creates a folder for each worker and gathers the requested documents. Next, it renames each file according to the agreed rule, merges the pages of each document into a single PDF and removes expired documents. Finally, it uploads everything in one go. Consequently, the rejection rate falls and contractor approval is completed sooner.
Pre-upload checklist
- Valid documents in their latest version.
- File names following the agreed rule.
- Legible, complete files in PDF format.
- No unnecessary personal data.
- No duplicates.
- File size within the platform’s limits.
Common mistakes to avoid
First of all, a frequent mistake is to photograph documents with a phone in poor lighting, producing illegible images. Another common mistake is to upload several pages of a document as separate files. Moreover, many users upload documents containing personal data of third parties that has nothing to do with the request.
To find out more, see also the key components of a document management plan and splitting Outlook files.
Frequently asked questions
Can I upload photos instead of PDFs?
Some platforms accept them; however, PDF is preferable, especially for multi-page documents. If you use your phone, choose a scanning app that corrects perspective and generates PDFs.
Conclusion on proper document management
Organising documents in a folder before uploading them to a document management platform is a simple but essential practice to ensure efficiency, security and compliance in digital document management. This initial care helps avoid a range of problems, from uploading unsuitable documents to duplicating files. Furthermore, it helps improve document quality and platform performance. By adopting this practice, companies can ensure proper, organised and effective document management. As a result, they maximise the benefits of the document management platform and minimise the risks associated with storing and accessing critical information.
For more information on personal data protection and the GDPR, visit the Portuguese Data Protection Authority (CNPD).