What should I look for in a bookkeeping firm’s shared-folder and file naming habits?

Open the shared storage and click around. Do client folders follow the same structure, and do file names carry the period, the document type and the client in a predictable order? Try to locate a specific document without help. If you cannot, a new staff member will struggle too.

Check access. Ask who can see which client folders, how permissions are set when staff join or leave, and whether former employees still have access. Client information is sensitive, so look for sign that access is managed deliberately. Ask your lawyer how client confidentiality duties would apply to a handover.

Then ask about archiving and version control. Where does finished work go? Are drafts mixed with final versions? Is there a written note describing the system, or does it live in one person’s head? Also confirm that the storage account and its contents will transfer to you in a form you can manage from day one. Think about the people side as well. Ask how new staff learn the naming habits and whether anyone corrects mistakes. Habits that are taught and checked tend to last; habits that depend on goodwill fade as the firm grows and staff turn over.

Key takeaways

• Try finding a specific document yourself and see how long it takes.
• Check who has access, and whether former staff were removed.
• Ask for a written description of the filing system and where drafts versus finals live.