As of 13 August 2026, AI can only partly organise your digital documents.

What to actually do

1. Hand it to a person

   The route this page recommends

   A person who owns the outcome does this end to end, worth it when the failure is dear.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 1 hour until you can act on the result.

   How to actually do it

   1. Open the relevant SharePoint, OneDrive, Google Drive or server location and export a file inventory containing each current path, filename, extension, date modified and owner.
   2. Gather the team’s existing folder rules, naming conventions, access restrictions, retention requirements and the names of current projects or clients.
   3. Remove unnecessary personal or confidential content from the inventory and samples, then paste the remaining information into the prompt with the business context and storage system.
   4. Ask the model to produce the proposed folder structure, naming convention and file-by-file recommendations, keeping every low-confidence item in a separate human-decision list.
   5. Open the source folders and compare each proposed destination and filename with the actual document, checking duplicates, version dates, owners and access permissions.
   6. Ask the document owners to resolve every NEEDS HUMAN DECISION item and approve any change involving confidential material, legal records, retention or permissions.
   7. Back up the document library, apply the approved changes in batches, and compare the resulting file count and folder contents with the original inventory.

   Prompt

   I need to organise a work document library. Use the file inventory and business rules below to design a practical filing plan. Do not rename, delete or move anything, and do not invent details about a file. For each file, suggest one destination folder, one filename, a document type, a project or client if explicitly identifiable, and a confidence level of high, medium or low. Mark anything ambiguous as NEEDS HUMAN DECISION and explain the competing options. Identify duplicates, possible superseded versions and files that should not be moved until their owner or access permissions are confirmed. Keep the existing file extension and preserve dates, reference numbers and legal wording. First propose the folder structure and naming convention, then provide the file-by-file table, then list the changes that need human approval. Flag any information that may be confidential or subject to a retention rule rather than guessing what should be kept or deleted.
   
   Business context: [brief description of the team and its work]
   Existing storage system: [for example, SharePoint, OneDrive, Google Drive or a local server]
   Required folder structure or restrictions: [paste rules]
   Naming convention, if any: [paste rules]
   Retention, access or compliance requirements: [paste requirements]
   File inventory: [paste a CSV or table containing current path, filename, file type, date modified, owner and any available project or client information]
   Document samples or extracted text: [paste only material you are authorised to share]

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.