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What's the best way to organise the documents section?
What's the best way to organise the documents section?

Organizing Files and Folders on GovernorHub

Hannah Goode avatar
Written by Hannah Goode
Updated over a week ago

To make your documents section easy to navigate, here’s a simple folder structure recommendation:

Main Folder Structure

1️⃣ Full Governing Board Folder
2️⃣ Committee Folders (for each committee)
3️⃣ Other Folders (e.g., a Policies folder)

💡 Note: Files will be ordered alphabetically or numerically.

Folder Organization by Academic Year & Meeting

1️⃣ Main Folder → Sub-folder for Each Academic Year
2️⃣ Within Year Folder → Folder for Each Meeting (named by meeting date)

Organizing Files by Date

GovernorHub can sort your folders in date order. To do this, label folders using this format:
“08 September 2023” (e.g., day, spelled-out month, year).

If you prefer a specific order, you can also number the files:

  1. Agenda

  2. Headteacher's Report, etc.


Additional Folder Recommendations

🔹 Policies Folder

  • Keep all policies in one place for easy access.

  • The traffic-light warning system helps track policies nearing renewal.

  • Learn how to add a review date in our help article.

🔹 Evidence Folders

  • Create folders for School Evidence and Governor Evidence to store essential documents.

  • Helps track the school’s improvement journey and the board’s development.

💡 School Evidence folder might include:

  • School Development Plan

  • School SEF

  • External Reports

  • Headteacher Reports

💡 Governor Evidence folder might include:

  • Audits/Benchmarking

  • Governor Reports/Visits

  • Governing Board Self-Evaluation


Linking Documents Across Folders

You can easily link documents across folders:
1️⃣ Open the three-dot menu on the document you want to link.
2️⃣ Select “Copy link to clipboard”.


3️⃣ In your meeting folder, click +Add, then Add a web link.


4️⃣ Paste the link in the Link Address field.

This way, you can seamlessly connect relevant documents, such as a School Improvement Plan in your next meeting folder.

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