Start with moments, not folders
Think about when you need information: renewing a passport, filing rental records, preparing for a trip, or finding an insurance policy. Those moments suggest useful categories more reliably than a huge alphabetical filing tree.
Use a small set of clear categories
Begin with identity, home, vehicles, education, medical records, travel, rentals, and financial evidence. Add a category only when several records genuinely need it. Tags can add detail without forcing you to duplicate a document.
Keep ownership and sharing explicit
A family workspace does not mean every record should be visible to everyone. Keep personal records private by default, then share a specific document or category when there is a clear reason.
Add reminders only when action is needed
An expiry date is useful; a reminder is useful only if someone needs to act. Choose the responsible person, the due date, and whether it is personal or a confirmed household task.
Review suggestions before saving
OCR and automation can suggest a title, category, date, or property. Treat those as a head start—not a final decision. A short confirmation step keeps the record trustworthy.