Team Document Management

Team Document Management for Agencies and Studios

HR document management for a 4-25 person agency is a filing problem with access control attached. Employee contracts, certifications, tax forms, and performance records need to be findable by the admin and invisible to everyone else.

Most teams store these in a Google Drive folder with a "HR - Do Not Share" name and hope for the best. The folder gets shared with one person, then another, then someone leaves and no one revokes access.

This template gives you a per-employee document structure with built-in access control: admin and owner see all team documents, team members see only what's explicitly shared with them.

What Goes in the Team Document Folder

**Per employee:** contract and amendments, tax forms and ID documents, role-specific certifications, emergency contact information, performance review records.

**Company-wide:** company policies, employee handbook, benefit summaries, org chart. These can be shared with all employees from a custom folder.

**Offboarding:** equipment checklists, access revocation confirmation, final settlement documents. Keep these separate from active employee files to avoid confusion.

Admin-Only Access by Default

The Team system folder in Drive is visible only to Owner and Admin roles. A new hire cannot browse other employees' documents even if they know the URL. Access at the folder level means no per-file sharing management required. Upload the document: it's protected.

Custom folders created for company-wide policies can be shared with all employees in a single step.

Why "HR - Do Not Share" Doesn't Work

The shared Google Drive HR folder is a temporary solution that becomes permanent. It starts as a single folder the owner manages. Then the office manager gets access. Then a new admin joins and the folder gets shared again. Someone leaves the company, their Google account gets deactivated, but the folder is still shared with their old access level.

After two years, most teams don't know who has access to their HR Drive folder. They assume it's fine because nothing has gone wrong yet.

Folder-level access control in Melororium means the role defines visibility, not the person. Admins see the Team folder. Everyone else doesn't. When someone's role changes, their access changes with it.

Storage

Team documents count toward workspace storage. Starter 3 GB, Agency 9 GB, Studio 13 GB. For a team of 10, typical HR document storage is well under 1 GB. Most of the storage budget goes to project files and client deliverables.