Choosing Document Categories

Start with how you actually search, not how documents are made

Categories should reflect the questions you ask later, such as show me everything for this client, rather than mirroring internal production steps nobody else needs to see.

Keep the category list short

A handful of clear categories, such as client-facing, internal, contracts and templates, is far more usable than twenty overlapping options that are hard to tell apart.

Avoid categories that duplicate status

Categories should describe what a document is, not what stage it is at. Approval status already covers where a document has reached in the process.

Use consistent naming from day one

Deciding on category names early and sticking to them avoids ending up with near-duplicate categories such as Contract and Contracts.

Review categories as your work changes

A category structure that suited a smaller range of work may need a light revision as you take on new types of documents or clients.

Combine categories with search

Categories narrow things down; free-text search finds the rest. Together they make locating a specific document, even an old one, straightforward.

Document your category definitions

A short written definition of what belongs in each category keeps everyone using them the same way, particularly once more than one person is adding documents.

In summary

A clear review process becomes easier to sustain once there is a structure around it: defined approval stages, organised reviewer feedback, tracked versions and useful revision notes. ApproveTrail organises that information; the review and approval decisions themselves always remain with you and your reviewers.

This article is general information about document-review practice. It is not legal advice and does not constitute document or signature certification.