Inventory and map
Identify the agreed files, locations, owners, duplicate candidates, and access constraints.
Business knowledge organization
Find the right file. Know it is the right one.
Your staff search email, shared drives, and old folders to answer a routine question. Several versions look current, and the owner becomes the search engine.
A useful first project
Who this helps
A team whose working documents are spread across shared folders, email exports, or an existing document platform.
Start with an agreed scope
Begin with one agreed repository and a defined document set. The scope names the folders, file types, volumes, and people included.
We confirm deliverables, timing, fees, and any third-party costs in writing before work begins.
What you receive
A working system and a usable handoff.
Usable organization
Create an agreed structure and naming guide, with a clear place for intake, active work, reference, and archive.
Current-document rules
Define who maintains each key document and how the team identifies the approved version.
Search and handoff
Provide a retrieval guide, operating instructions, and a team walkthrough. AI search can be scoped when the source material is ready.
How we agree it is done
Check the result together.
The final scope names the test cases and the person who accepts the work. These checks are the starting point.
- The agreed file inventory reconciles with the completed changes; unresolved items are listed.
- The team can retrieve an agreed sample of current documents and explain their status.
- Access is checked for the agreed user roles, and changes have a documented recovery path.
Keep the first project manageable.
Deleting records, changing retention policy, legal records review, and organization-wide migrations require separate scope and approval.
You receive the agreed configuration, documentation, and training. Third-party charges are disclosed separately; an ongoing VBoarder subscription is not required.
Will you delete duplicate files automatically?
Duplicate candidates are reviewed under the agreed change rules. Deletion is not automatic.
Do we need an AI search tool?
Not necessarily. A clear structure and reliable current documents may solve the problem. AI retrieval is considered after the underlying records are usable.