File management¶
Everything that isn't code lives in the company-wiki shared drive. This page is the map: what each folder is for, what to call things, and what happens to work that goes stale.
Where things live¶
Top-level folders carry a number prefix so they sort predictably. The number is
part of the name, so 00_Admin and not Admin.
| Folder | What's in it |
|---|---|
| 00_Admin | Meetings and general admin or ops paperwork |
| 01_Finance | Budget, expenses, taxes, revenue |
| 02_Commercial | Partners, customers, project scope, commercial terms |
| 03_Team | HR and organization |
| 04_Communication | Outward-facing material: pitch decks, brand kit, presentation kit, website |
| 05_Branding&Design | Branding and design source files |
| 06_Research&Development | Technical model development and business-case research |
| 07_Product | Vision docs and product-level material |
| 99_Archive | Superseded material |
Two distinctions that catch people out. 06 versus 07: research and modelling work sits in 06, anything describing the product itself belongs in 07. And 00_Admin is not a dumping ground. It's for admin and ops. If you can't place something, ask in chat rather than dropping it there.
02_Commercial/projects runs its own system
The projects folder has its own README, AGENTS.md and per-project memory files. Those rules win inside that folder. Don't reorganise it from the outside.
Meeting notes¶
Notes live in 00_Admin/meetings, split by who was in the room:
One Markdown file per month, named internal_september_2026.md. Newest entry
goes at the top of the file, not the bottom. Each file carries a legend and
a copy-paste template at the top, so start a new entry by copying that block
rather than inventing a format.
An entry is a dated title, a small table of when / with whom / where, then agenda and notes:
# 22 September 2026 — Riette Boom-Pot (gemeente Alkmaar)
| When | With whom | Place |
|---|---|---|
| 22.09.2026 | Riette Boom-Pot, gemeente Alkmaar | Online |
**Agenda**
- Define pilot objectives
**Notes**
- ...
Tag as you go so things stay findable: #decision, #action, #follow-up,
#blocked, #question, #fyi, and @name for people.
Naming things¶
Lowercase with hyphens for anything new: pitch-decks, brand-kit-v1,
alkmaar-pilot. The exceptions are places that already have their own
convention, namely the numbered top-level folders and the dated meeting files.
Date-led names sort themselves, so a dated file starts with the date:
2026-07-jet-collab.md.
Existing folders that don't match are left alone. Renaming things breaks links other people have saved, and consistency isn't worth that.
Nothing gets deleted¶
Work that's been superseded moves to 99_Archive, it doesn't get deleted. Old material explains how a decision was reached, and that context is usually worth more than the tidiness of removing it. If what replaced it isn't obvious, leave a line saying so.
Rules for AI agents¶
Agents working in the drive read the files in its root:
| File | What it does |
|---|---|
| AGENTS.md | The actual rules and the authoritative folder map |
| CLAUDE.md | A stub pointing at AGENTS.md |
| rules.txt | The same conventions in plain text, for people |
Rules live in exactly one place. To support another tool, add the stub file it
expects and point it at AGENTS.md. Never copy a rule into a stub, because the
copies drift and then nobody knows which one is true. Inside
02_Commercial/projects, that folder's own AGENTS.md
takes over.
If you reorganise the drive, update AGENTS.md and this page in the same sitting.
A map that doesn't match the territory is worse than no map.
Never put secrets in the drive
No passwords, API keys or tokens. Link to the password manager instead.