Guides · Files

Files workflow in BoardKite

This guide covers the most common file lifecycle actions: upload, find, maintain, and remove. The goal is a clean, searchable document layer for meetings, agendas, and decisions.

Read retention deep dive

1. Upload files with the right context

Create

Open Files and click Upload file.
Choose a document type (general file or signed minutes) before selecting the context.
Attach the file to a meeting, agenda item, or decision so retrieval stays precise.
Use a clear file name that includes purpose or date.

2. Find and review documents quickly

Read

Use type tabs to focus on meeting, agenda, decision, or all files.
Filter by meeting and uploader when the list grows.
Use search to locate documents by title or linked context.
Open files directly from the list to verify content before meetings or approvals.

3. Keep file records current

Update

Upload newer versions when documents change rather than creating ambiguous duplicates.
Rename uploads at upload time so people can identify final versus draft files.
Ensure signed minutes are attached to the corresponding meeting for audit continuity.

4. Remove stale or incorrect files

Delete

Remove a file from a meeting, agenda item, or decision it was added to by mistake — this removes the link only; the file stays in Files.
Keep only the approved artifacts needed for governance and audit review.
Archive files that are no longer needed. Archived files keep their meeting, agenda-item, and decision links and show as archived there, and can be restored.

File hygiene checklist

Standardize naming: YYYY-MM-DD + meeting title + file purpose.
Prefer context-linked files over generic storage so users can navigate from meeting and decision pages.
Separate signed legal records from draft artifacts to reduce audit confusion.
Review uploader and timestamp metadata when validating authoritative versions.