Document Organization Best Practices

Use System Folders for Asset-Specific Files

Findex automatically creates a folder for each asset, liability, and company in your portfolio. Take advantage of these system folders by storing documents exactly where they belong:

• Upload a share certificate into the folder for that stock holding.

• Store a property deed inside the real estate asset's folder.

• Place loan agreements in the corresponding liability folder.

Benefits of attaching documents directly to assets:

• Clear linkage between documents and investments

• Faster access when reviewing specific holdings

• Better audit trails

• Correct representation for shared or co-owned assets

This way, when you open any investment, the related documents are right there.

Examples include: property deeds, shareholder agreements, valuation certificates, share certificates, and ownership records.

Create Custom Folders for Everything Else

Not every document belongs to a single asset. Use custom folders for files that span multiple investments or are personal in nature:

• Tax Returns -- annual filings that cover your entire portfolio

• Real Estate Documents -- documents spanning multiple properties

• Private Equity Records -- fund-level documentation

• Insurance -- policies that may relate to several properties or holdings

• Banking Statements -- statements from financial institutions

• Personal ID -- passport copies, ID scans, or other identity documents

• Advisors & Legal -- contracts or correspondence with financial advisors or attorneys

• Annual Financial Files -- yearly summaries and reports

Grouping files in custom folders improves visibility and simplifies future retrieval.

See How to Create a Custom Folder for step-by-step instructions.

Naming Conventions

Good file names make browsing and searching much easier. A few simple rules go a long way:

1. Lead with the document type -- e.g., Deed_, Certificate_, Agreement_, Valuation_.

2. Include the asset or company name -- e.g., Deed_Stockholm_Apartment, Agreement_Series_A.

3. Add a date or year -- e.g., Deed_Stockholm_Apartment_2025.pdf, Valuation_Property_2024.pdf.

Instead of generic names like:

• document.pdf

• Scan_Final_v2.pdf

• Document1.pdf

Use descriptive titles such as:

• Property_Valuation_2024.pdf

• Shareholder_Agreement_Series_A.pdf

• Loan_Contract_Lender_X_2023.pdf

Consistent naming conventions prevent confusion and make future searches much easier. Your future self will thank you.

Keep a Shallow Folder Hierarchy

Deeply nested folders can become confusing. Aim for no more than two or three levels of nesting in your custom folders:

Good: Tax Returns > 2025 > Q1_Report.pdf Avoid: My Files > Financial > Tax > Sweden > 2025 > Q1 > Final > Report.pdf

Regularly Review and Clean Up

Set a reminder to review your document library once a quarter or periodically to:

• Remove outdated drafts or duplicates

• Replace expired versions with current ones

• Rename files that have unclear names

• Move misplaced documents into the correct folders or assets

• Ensure ownership records are current

• Verify that all documents are in the appropriate system or custom folders

Maintain a Separation Between Personal and Company Files

If you use Findex for Investor Relations:

• Keep company documents under the company profile

• Keep your personal investment documents in your user library

This preserves clarity between personal portfolio management and corporate administration.

Protect Sensitive Information

Although Findex encrypts documents, you should still verify that:

• Files do not contain unnecessary personal identifiers

• You maintain copies of essential legal documents elsewhere

• Only correct individuals have access to shared assets or companies

• Access permissions are properly configured when sharing documents with stakeholders

Tips

• Upload documents as soon as you receive them rather than letting them pile up.

• Use the file preview feature to verify you uploaded the right file before sharing it.

• Double-check access permissions to ensure only the right people can view shared documents.

• Use system folders first -- if a document clearly belongs to a specific asset, liability, or company, store it there instead of creating a custom folder.

Need Help?

Have questions about organizing your documents, want advice on a folder structure that works for your portfolio, or need assistance with restructuring your document library? Reach out to us at team@findex.se -- we're always happy to help!