Your CFO asks for last year's signed services agreement with Vendor X. You search email, Drive, Slack, Dropbox. Twenty minutes later, you find it in a folder called 'old stuff'. Your CFO has moved on.
Three rules prevent this forever.
Rule 1: Signed PDFs live in one folder
`/Archive/Contracts/<year>/`. Every signed PDF lands here within 24 hours of signing. Not in email, not in Downloads, not in the project folder. One canonical location.
No exceptions. The day you make an exception is the day the system starts to break.
Rule 2: Naming is non-negotiable
`YYYY-MM-DD_<counterparty>_<doc-type>_signed.pdf`. The `_signed` suffix is the search anchor — find it instantly across years.
If the original PDF had a different name, rename on archive. Five seconds. The signed-version naming has to be consistent or the system fails.
Rule 3: Log every signature
Keep a one-line log per signed contract: date, counterparty, doc type, filename, expiry, notes. A CSV, a Notes file, a Notion table — anywhere searchable.
When the CFO asks, you search the log first (instant) rather than the folder (slower). The log tells you which file you want; the folder holds it.
Bonus: backup separately
Signed contracts are high-value documents. Beyond your usual cloud sync, keep a second backup — encrypted external drive, second cloud provider, or printed copy in a safe.
The second backup matters once in five years, and when it matters, it really matters.
FAQ
What if a contract goes through multiple sign rounds?
Each fully-signed version gets archived with the date of full execution. Partial signings stay in `/Working/<project>/` until complete.
Should I keep unsigned drafts?
Yes, in a separate `/Working/<project>/_drafts` folder. Delete after the final is signed and archived.
How long should I retain signed contracts?
Most jurisdictions: 6 years after contract termination. For major contracts (property, employment), keep indefinitely.
Should I scan paper signatures?
Yes — get the digital version into your system as soon as possible. The paper original goes in a safe; the digital version is your working copy.
Three rules. One folder. One naming pattern. One log. Sign and archive your next contract in Flint — and never lose another.