People regularly ask where documents live.
Document Control & Knowledge-System Cleanup
Stop losing time to duplicates, stale files and unclear sources of truth.
House of Carol takes one shared document area, works out what is actually going on, and gives you a simpler structure and a controlled plan for putting it right.
For: small and medium-sized organisations and charities with one shared document area that needs a practical reset.
£1,250fixed fee
One team or business function · one shared document area · one primary platform.
Normally returned within 7 working days once the agreed access/inventory and discovery inputs are complete.
Nothing is deleted or moved by House of Carol under the standard review without explicit customer approval.
The problem
When the shared drive stops being dependable
Shared drives rarely become a mess all at once.
A new folder appears because somebody cannot find the old one. Another copy is made “just in case”. Projects finish but never quite get archived. Nobody wants to delete anything because nobody is certain what is still needed.
Several copies appear to be “the latest”.
Old and current work are mixed together.
The folder structure has grown around individual habits.
New starters need a long explanation of where things are hidden.
Nobody is quite sure who owns the structure or decides what is current.
The outcome
What changes
The aim is not to produce a prettier folder tree. It is to make the important decisions clear: where current information should live, who owns it, how versions should be handled and what should happen to material that is duplicated, stale or uncertain.
You leave with a simpler target structure and a sequenced plan for moving from the current mess to a more dependable shared area without treating deletion as the default answer.
The work
What you will receive
Current-state map
The main areas, owners and users, plus duplicate, stale, ambiguous and hard-to-find material.
Source-of-truth and ownership decisions
Clear decisions about what should be authoritative and who is responsible.
Target structure
A simpler proposed folder or library structure with practical naming, version and archive rules.
A keep / move / archive / review plan.
A non-destructive sequence, including the decisions and stop points that need customer approval.
Retrieval map
A simple guide to where common information should live and how people should recognise the current copy.
Implementation checklist and handover
Ordered actions to put the plan into practice, followed by a remote handover session of up to 45 minutes.
WORKED EXAMPLE
See how this can work
Example situation: House of Carol takes one shared document area, works out what is actually going on, and gives you a simpler structure and a controlled plan for putting it right.
We would start with what is happening now and the information already available, then work through the service described on this page. If the problem needs a different route, we would say so before broadening the work.
A clearer result: The outcome
What you could receive: Current-state map, Source-of-truth and ownership decisions, Target structure, A keep / move / archive / review plan., Retrieval map, and Implementation checklist and handover.
Illustrative example — shown to explain how the service can be applied. It is not a customer testimonial or measured result.
The commercial shape
What the engagement looks like
The exact boundary, timetable and fee are confirmed before commitment.
- Service type
- One Document Control & Knowledge-System Cleanup review
- Delivery
- Remote. Safe read-only access where appropriate, or a sufficient folder/file inventory, screenshots or directory listing.
- Pricing
- £1,250 fixed fee
- Scope
- One team or business function · one shared document area · one primary platform.
- Timing
- Normally returned within 7 working days once the agreed access/inventory and discovery inputs are complete.
- Handover
- Up to 45 minutes remote review and clarification.
- Current geography
- Business-to-business organisations in England and Wales.
What needs to be in place?
A named owner for the document area, a short discovery session, enough safe evidence to understand the structure and any existing naming, retention or ownership rules that materially affect the work.
We prefer the minimum access needed. An inventory, representative screenshots or directory listing may be sufficient.
What is outside the scope?
Bulk migration, destructive deletion, data-retention legal advice, records-management certification, forensic discovery, eDiscovery, penetration testing, recovery of inaccessible or deleted files and organisation-wide information-governance transformation are outside the standard engagement.
Is this the right service?
It is a good fit where one shared area has genuine source-of-truth, duplicate, stale-content, versioning, ownership, retrieval or archive problems.
If everyone can reliably find the current version, ownership is clear and the problem is mostly that you dislike the folder names, keep your £1,250.
What this service does not promise
No automatic deletions. No invented retention rules. No unsupported claims about savings. No attempt to turn one messy team drive into an enterprise information-governance programme.
FROM INTEREST TO A CLEAR DECISION
How to get started
Start with the problem, not a purchase decision. We will check whether this service fits before anything is agreed.
1. Tell us what is happening
Share the problem you are trying to solve, what you already have and any deadline or constraint that matters.
2. We check the fit
We check the scope, the information we would need, the fee and whether this is genuinely the right service. If it is not, we will say so.
3. You decide with the facts clear
Nothing starts until you know what is included, what is not, what you need to provide and what happens next.
There is no pressure to add another service. The useful next step is simply to decide whether this one solves the problem in front of you.
Next step
Where does your team lose track of the right document?
Tell us which shared area is causing trouble, what goes wrong and who is responsible for it. We will confirm whether it fits the standard review and define the boundary before anything is agreed.