Value Proposition: A template for Accounting File Archiving that organizes financial management files as a “delivery path” rather than just folders: standardized folder tree + naming rules + evidence index + retention policy + version log + closing runbook, allowing you to produce a Closing Pack monthly/annually with a single traceable reference upon request from management or auditors.

In 20 Seconds: What Will You Get?

• A ready-made financial folder tree (Daily + Month-End + Year-End) with clear segmentation by operations.
• File naming rules (Naming Convention) that prevent files like “Final_Final2”.
• A template for Support Index: linking every output (TB/Recon/JE) to its source (Report/Export/Statement).
• A template for Closing Pack Index monthly/annually: Delivery list + Completion status + Owner + Sign-off.
• Retention policy + Annual archiving: What do we keep? Where? And for how long?
• Access Matrix for sensitive files (Payroll/Tax/Bank) with separation of view/edit permissions.
• Archiving runbook: Before closing → During the month → After approval (Freeze/Archive).

CTA related to outputs: Use it to deliver Closing Pack + Support Index + Sign-off instead of searching through scattered files during the review.

Suitable For

• Head of Accounting managing Month-End and seeking a consistent delivery path (TB/Recons/JE/Closing Pack).
• Financial Controller needing traceability and an approved version upon request from management/auditors.
• Growing Company expanding the team and wanting to reduce reliance on “people’s memory” for file locations.

Not Suitable For

• Those seeking a DMS/legal archiving system with digital signatures/encryption/full compliance without IT setup (this is an operational model and files).
• Those who do not perform monthly closings or do not have fixed outputs (the model’s impact will not be visible without a delivery cycle).

Without the Template / With the Template (Brief Comparison)

Before Use: 5 Symptoms That Files Are “Non-Deliverable”

• There is no single fixed location for Month-End files (each month has a different logic).
• The same report is saved under multiple names without defining its source or extraction date.
• When requesting “Bank Reconciliation for Month X,” the team starts searching through emails/WhatsApp/personal devices.
• There is no Support Index, making it difficult to trace a number in the Adjusted TB back to an ERP report or bank statement.
• Employee turnover/team changes create a gap: “Does anyone know where the files were?”

Accounting File Archiving: Implementation Method (3 Steps Without Gaps)

Step 1: Preparation and Gathering Standard Outputs

• Identify the list of financial management outputs (TB, Bank Recons, AP/AR Aging, JE Log, VAT/WHT, FA…)
• Determine the sources of each output: Report name/Export/Statement + Update frequency (Daily/Weekly/Month-End)
• Define the sensitivity scope: Payroll/Tax/Bank/Contracts and specify who “reads” and who “edits”

Step 2: Build Folder Tree + Naming Rules + Indexes

• Implement the standard Folder Tree: Daily Ops + Month-End + Year-End + Audit Support
• Apply Naming Convention: (YYYY-MM) + Entity + Process + Report + Version + Owner
• Launch Closing Pack Index + Support Index + Version register for each period

Step 3: Operate then Freeze/Archive After Approval

• Run the runbook weekly/monthly: Where are the files stored? Who reviews? What defines “done”?
• After approval: Freeze the final version + move it to Archive + restrict editing permissions
• Compile Year-End archive: Annual index + Retention schedule + Log of auditor requests (if any)

Template Components (Clear Inventory)

1. Folder Tree Template (Daily / Month-End / Year-End)
   • Practical Purpose: Standardize file locations by process and period instead of random folders.
   • When Used: Daily for operations + Monthly for closing + Annually for archiving.
   • Resulting Guide: Standard folder tree + definition of content for each folder (What goes where).
2. Naming Convention (File ID Rules)
   • Practical Purpose: Transform the file name into an “identity” that includes the period, source, version, and owner.
   • When Used: When saving any Report/Workpaper/Statement throughout the month.
   • Resulting Guide: Naming policy + ready examples + list of prohibitions (Final_Final2…)
3. Closing Pack Index (Month-End / Year-End)
   • Practical Purpose: A delivery list for closing: Task → Owner → Due Date → Output → Status → Sign-off.
   • When Used: Every Month-End (and expanded in Year-End).
   • Resulting Guide: Complete pack index + completion status + approval of the final version.
4. Support Index (Evidence Map)
   • Practical Purpose: Link every number/table to its source (ERP export / Statement / Invoice batch) to facilitate traceability.
   • When Used: During closing and when preparing a delivery file for review.
   • Resulting Guide: Support index linking “Workpaper → Source file → Date → Owner”.
5. Version Control & Freeze Rules
   • Practical Purpose: Prevent modifications after approval: define “Submitted/Approved/Final” version and how to Freeze.
   • When Used: At the end of closing or when issuing a Management Pack.
   • Resulting Guide: Version register + summary of changes + Frozen version.
6. Retention Schedule (What to Keep & For How Long)
   • Practical Purpose: Define retention by file type (GL/Bank/Tax/Contracts/Payroll) to reduce clutter while maintaining audit trails.
   • When Used: During annual archiving + review when company policy changes.
   • Resulting Guide: Retention schedule + destruction/transfer rules (if any).
7. Access Matrix (Who Can View/Edit)
   • Practical Purpose: Separate permissions for sensitive files (Payroll/Tax/Bank) and reduce unauthorized access risks.
   • When Used: When setting up folders and when employees join/leave.
   • Resulting Guide: Access matrix + list of sensitive folders + Owners.
8. Audit Request Folder + Request Log
   • Practical Purpose: Prepare a dedicated folder for auditor requests: Request → File/Link → Delivery Date → Notes.
   • When Used: During internal/external audits or any inspection/review.
   • Resulting Guide: Request log + Evidence links + record of what was delivered.
9. Filing Runbook (Weekly/Month-End Routine)
   • Practical Purpose: Turn archiving into a routine: When to save reports? When to review? Who approves?
   • When Used: Weekly + at Month-End and Year-End.
   • Resulting Guide: Runbook checklist + definition of “done” + fixed review points.

Outputs you will quickly notice: Closing Pack Index + Support Index + Frozen Version for the period instead of “searching for files”.

What Should Be Included in the Delivery?

• 00-ReadMe & Rules: Quick guide + Naming convention + What goes where + list of prohibitions.
• 01-Daily Ops: Daily operation folders (AP/AR/Bank/GL) + Weekly reports + Extraction references.
• 02-Month-End (YYYY-MM): A folder for each month containing TB/Adjusted TB + JE Log + Reconciliations + Aging + Tax packs.
• 03-Closing Pack Index: Closing follow-up file (Owner/Status/Sign-off) linked to file paths within the month.
• 04-Support Index: Evidence index linking each Workpaper to its source (Report/Statement/Export) + extraction date + owner.
• 05-Version & Freeze: Version log + Final Frozen version + rules for modifications after approval.
• 06-Management Pack: (if any) Management reports folder: BvA/Forecast/KPIs + approved version.
• 07-Year-End: Annual folder containing Year-End closing pack + archiving of declarations/audits + summary of policy changes if any.
• 08-Retention & Access: Retention schedule + Access matrix + Owners + record of changes in permissions (optional).
• 09-Audit Support: Auditor request folder + Request log + links to delivered files + dates.

After Implementation (Two Points Only)

• Operational Outcome for the Team: Closing becomes a “delivery file” clear: each month has a fixed folder + index + Frozen version, reducing rework when team changes or requests are repeated.
• Control/Audit Outcome: Traceability: Any number in TB/Recon can be traced through the Support Index to a specific source report with extraction date and Owner, with Sign-off on the approved version.

FAQ — Questions Before Purchase

Does the template work on SharePoint or Google Drive?

Yes. Because it relies on Folder Tree + Naming + Index + Runbook. The tool (SharePoint/Drive/NAS) is just a hosting location.

Is it suitable for any accounting/ERP system?

Yes, as long as reports (TB/GL/AP/AR/Bank) can be extracted and saved as Exports to be linked within the Support Index.

What is the minimum to implement it within a week?

Select one month (YYYY‑MM) + list Month-End outputs + implement Folder Tree and naming rules + create Closing Pack Index and Support Index for that month.

Does it include a ready Retention policy?

It includes a Retention framework and classification of file types. The final retention duration depends on your company’s policies and state/regulatory requirements—it can be approved internally and then established in the schedule.

How does it prevent “file modifications after approval”?

Through the Freeze methodology: a Final version within the Month-End folder is restricted from editing (depending on the tool) + version logging + Sign-off within the Closing Pack Index.

Does it support sensitive files like payroll and taxes?

Yes, through Access Matrix and separating sensitive folders with specific View/Edit permissions, along with clear Owners.

Is there a ready template for auditor requests?

Yes: Audit Support Folder + Request log to record requests, evidence links, and delivery dates, reducing repeated requests.

Does it replace a legal archiving system (DMS)?

No. This is an operational model and accounting archiving (files + indexes + governance). If you need a legal DMS with digital signatures/compliance, that is a separate project.

Ready to Make Your Closing Files “Deliverable” in One Month?

Outputs: Folder Tree + Naming Rules + Closing Pack Index + Support Index + Retention + Access Matrix with a Frozen version and Sign-off.