Use a shared index with restricted storage
Keep a register of document type, authority, expiry, owner and approved storage location. Store restricted employee or identity records separately. Give access to staff who need it for their work.
Name each file by its purpose and version
Use a consistent date format and mark a record as draft, submitted, issued or superseded. Avoid putting identity numbers in file names. Link the current version from the register and archive older versions according to your retention rules.
Make a handover routine
Review upcoming expiries and unresolved transactions regularly. Transfer case references and next actions when responsibilities change. Keep a written record of who can approve filing and who maintains the archive.