File and organize new documents

This responsibility turns incoming business records into an organized, searchable filing system. It classifies usable documents by their business purpose, relevant period, and counterparty, then maintains a concise folder summary explaining what the records establish and any material gaps.

The filed original is the evidence to rely on. A readable text version supports search and routine review, but exact amounts, spreadsheet values, signatures, page layout, charts, and legal terms must be checked in the original. A summary does not prove payment status: an invoice amount due is not proof that it remains unpaid.

When a document changes, the earlier filed version for that source is withdrawn and the current version is assessed again. Removal of an uploaded or repository item also removes its related filed record. Removal from other connected source locations does not automatically erase the filed record, because it may remain useful historical evidence.

Duplicate content is normally filed once, except repeated uploads or repository items from separate locations, which remain distinct because their locations can have separate business meaning. Empty, temporary, encrypted, or unreadable files are excluded rather than guessed at. Unverified third-party email can be filed as evidence, but its claims are not treated as confirmed facts without appropriate support.