Attach Documents to the Most Specific Record

The strongest document history is built when files are attached where staff will look for them later.

Examples:

• Client-wide documents go on the Client.
• Property photos go on the Property or Work Item.
• Loan documents go on the Loan.
• Bid packets go on the Work Plan or Bid-related file location used by the agency.
• Contractor license and insurance go on the Contractor.

Use Searchable Names

Use document titles that describe the file and its purpose. Avoid generic names that force staff to open every file.

Use Descriptions Sparingly

Descriptions should add context, not duplicate the title. Good descriptions include document date range, version notes, or reason for upload.

Keep Compliance Files Organized

Compliance files should be easy to find during monitoring, closeout, audit, or reporting. Use the right record and document type.

Review Before Deleting

Before deleting a document, confirm whether it was used for eligibility, loan closing, inspection, payment, contractor compliance, or program reporting.

Use Global Search for Cleanup

Use the global Documents manager to find:

• Unlinked documents.
• Misclassified documents.