Standardized Filing System

1. Why We Needed a Unified Filing System

At Pakka, with our operations spread across geographies and verticals, the need for a standardized, transparent, and efficient documentation system became essential. To address this, we’ve introduced a Standardized Filing System that aims to bring consistency, save time, improve security, and ensure easy document retrieval.

“This system isn’t just about storing files. It’s about enabling smarter work, better collaboration, and zero confusion.”

2. The Thought Behind It

Our core goals behind designing this system:

• Streamline documentation across all global offices
• Categorize and locate/retrieve documents easily
• Enhance workflow through reduced search time
• Ensure data security and compliance
• Maintain both digital and physical file formats

3. How It Works: The Coding Format

We’ve created a unified naming convention for all entities. Each business entity follows a clear, consistent folder code:

Pakka Limited	Pakka Guatemala	Pakka Inc	Pakka Impact Limited	Pakka Foundation
L-001-HR	G-001-HR	I-001-HR	T-001-HR	F-001-HR
L-002-RM	G-002-RM	I-002-RM	T-002-RM	F-002-RM
L-003-Store	G-003-Store	I-003-Store	T-003-Store	F-003-Store
L-004-Sales	G-004-Sales	I-004-Sales	T-004-Sales	F-004-Sales
L-005-Finance	G-005-Finance	I-005-Finance	T-005-Finance	F-005-Finance
L-006-Tax	G-006-Tax	I-006-Tax	T-006-Tax	F-006-Tax
L-007-Secretarial	G-007-Secretarial	I-007-Secretarial	T-007-Secretarial	F-007-Secretarial
L-008-IT	G-008-IT	I-008-IT	T-008-IT	F-008-IT
L-009-Consultant	G-009-Consultant	I-009-Consultant	T-009-Consultant	F-009-Consultant
L-010-Contractor	G-010-Contractor	I-010-Contractor	T-010-Contractor	F-010-Contractor
L-011-Associates	G-011-Associates	I-011-Associates	T-011-Associates	F-011-Associates
L-012-Association	G-012-Association	I-012-Association	T-012-Association	F-012-Association
L-013-Management	G-013-Management	I-013-Management	T-013-Management	F-013-Management
L-014-Government	G-014-Government	I-014-Government	T-014-Government	F-014-Government
L-015-Legal	G-015-Legal	I-015-Legal	T-015-Legal	F-015-Legal
L-016-Land	G-016-Land	I-016-Land	T-016-Land	F-016-Land
L-017-Project	G-017-Project	I-017-Project	T-017-Project	F-017-Project
L-018-R&D	G-018-R&D	I-018-R&D	T-018-R&D	F-018-R&D
L-019-Production	G-019-Production	I-019-Production	T-019-Production	F-019-Production
L-020-Engineering	G-020-Engineering	I-020-Engineering	T-020-Engineering	F-020-Engineering
L-021-Innovation	G-021-Innovation	I-021-Innovation	T-021-Innovation	F-021-Innovation
L-022-Energy	G-022-Energy	I-022-Energy	T-022-Energy	F-022-Energy
L-023-Amrit Arjan	G-023-Amrit Arjan	I-023-Amrit Arjan	T-023-Amrit Arjan	F-023-Amrit Arjan
L-024-Multimedia	G-024-Multimedia	I-024-Multimedia	T-024-Multimedia	F-024-Multimedia
L-025-Brand & Marketing	G-025-Brand & Marketing	I-025-Brand & Marketing	T-025-Brand & Marketing	F-025-Brand & Marketing
L-026-Admin	G-026-Admin	I-026-Admin	T-026-Admin	F-026-Admin

 

This format ensures cross-team familiarity and eliminates time wasted figuring out folder structures across entities. Also helps ensure easy file identification across teams.

4. How we’ve implemented it

We’ve integrated the system into Microsoft OneDrive, ensuring:

• Quick access setup of designated team folders
• Files are automatically saved and synced
• No need for manual uploads or duplication

5. Ensuring consistent usage of filing system

• Pinning of designated folders in File Explorer for quick access

6. How?

You will be shared Pakka Team folder of the team you belong to in Shared view on OneDrive in MS Teams. For Example, if you are in HR team, you will find a folder named as L-001-HR. If you are in Sales team, you will find a folder named as L-004-Sales.

1. Right Click on the folder, you can select Add shortcut to OneDrive >My Files or Add shortcut to My Files.
2. Now you can access this from your My Files view and directly in your File Explorer

1. Go to the file explorer.
2. In your one drive folder, find the team file and right click on it.
3. Click on pin to quick access for easy navigation and quick access to these folders to save your files
4. You will find these folders pinned to the left navigation pane.

Everyone should set up quick access to their folders and begin using the system daily.

“File It Right. Find It Fast”

7. Benefits of the filing system

• Time saved in locating and retrieving documents
• Standardized format enables easy categorization
• Better document security
• Seamless inter-entity collaboration
• Fewer workflow errors and missed files

8. What happens without it?

Without a proper system, teams experience:

• Lost or missing files
• Wasted time
• Disorganization and confusion
• Difficulty in managing compliance and audits

9. Your role

We request each team member to start using this system for every document, whether new or existing. Set up your OneDrive. Follow the codes. Save Files. Keep it consistent.

“Every file in its right place. Every team on the same page.”

Let’s make documentation smarter together!