Your CFO asks for last year's signed MSA with Vendor X. You spend 20 minutes searching email, Drive, Dropbox and your laptop. You eventually find it. The CFO has moved on by then.
A simple tracking system keeps signed PDFs findable forever. Set it up in 30 minutes.
One signed-contracts folder
`/Archive/Contracts/<year>/`. Every signed PDF lands here, named `YYYY-MM-DD_<counterparty>_<doc-type>_signed.pdf`. No exceptions, no sub-categories beyond year.
Flat is good. Sub-folders by counterparty seem helpful until you realise you can never remember whether Acme Corp was filed under 'A' or 'Acme' or 'Corp'.
A one-line log
Keep a `contracts-log.csv` (or Notes file, or Notion table) with one line per signed contract: date, counterparty, document type, filename, expiry, notes. Update it when you sign, not later.
The log is what you search — by counterparty, by year, by expiry. The folder is just storage.
Flatten and protect on signing
When you sign, flatten the signature immediately. For sensitive contracts, also password-protect. The signed copy that goes in `/Archive` is the canonical, tamper-resistant version.
Keep a separate `/Archive/Contracts/_unsigned-masters/` folder for original unsigned versions, in case you need to reference the template.
Back up signed contracts separately
Signed contracts are high-value documents. Beyond your usual sync (Dropbox, Drive), keep a second backup — encrypted external drive, or a different cloud provider. Once a quarter, copy the folder.
If you lose your laptop and your primary cloud at the same time, you'll be glad the second copy exists.
FAQ
Do I need contract management software?
For under ~50 contracts a year, no — the log + folder system is plenty. Above that, dedicated contract software pays off (expiry alerts, party views, renewal tracking).
What about contracts signed via DocuSign or HelloSign?
Download the signed PDF and file it the same way. The platform stores a copy, but you should always have your own. Platforms come and go; your archive shouldn't.
Should I version signed contracts?
Signed contracts don't get versions — they get amendments. An amendment is a new signed PDF, filed separately, that references the original by filename. Never edit a signed contract.
How long should I keep signed contracts?
Most jurisdictions: 6 years minimum after the contract ends. For major contracts (property, employment, equity), keep indefinitely.
A signed PDF you can't find isn't really signed — it's just a file you used to have. Sign your next one in Flint and log it the moment you do.