Files App Organisation

Keep all your Parish Council documents organised and easy to find with the Files app on your iPad. No more searching through endless emails for that important proposal!

Setting Up Your Filing System

1 Open the Files app on your iPad (it has a blue folder icon).

2 Choose a storage location for your council documents. iCloud Drive is great for accessing files from all your devices, while "On My iPad" stores files locally.

3 Create a main "Parish Council" folder by tapping the folder icon with a plus sign in the top right, then naming your new folder.

4 Set up subfolders for different categories by opening your main folder, then creating new folders within it (e.g., "Meeting Minutes", "Financial Reports", "Planning Applications").

Organisation Tip: Consider creating a consistent folder structure that matches your council's committees or main areas of responsibility.

Managing Council Documents

1 Save documents from emails by tapping and holding on an attachment, then selecting "Save to Files" and choosing the appropriate folder.

2 Move files between folders by selecting a file (tap "Select" in the top right), then dragging it to a new location or using the "Move" option.

3 Rename files to follow a consistent naming convention by tapping on the file name, then selecting "Rename".

4 Tag important documents by selecting a file, tapping the Share button, then "Tags" to assign colour-coded tags like "Urgent" or "For Review".

Naming Convention Tip: Use a standard format like "YYYY-MM-DD Document Type - Description" to keep files organised chronologically (e.g., "2023-05-15 Meeting Minutes - Planning Committee").

Useful Files App Features

Search Function

Quickly find documents by typing keywords in the search bar at the top of the Files app.

Sort Options

Arrange files by name, date, size, or tags by tapping the sort icon in the top right corner.

Multiple Views

Switch between icon, list, or column views to see your files in different formats.

Favourites

Add frequently accessed folders to Favourites for quick access by dragging them to the sidebar.

Recents Tab

Quickly access recently opened documents from the Recents tab at the bottom of the screen.

File Info

View detailed information about a file by selecting it and tapping the info button (i).

Sharing Documents with Councillors

1 Select the file you want to share by tapping "Select" and choosing one or more documents.

2 Tap the Share button (square with an up arrow) at the bottom of the screen.

3 Choose how to share - via email, AirDrop to nearby devices, or generate a sharing link.

4 Set permissions when sharing links to determine if recipients can only view or also edit the document.

Security Tip: For sensitive council documents, consider password-protecting files before sharing them, or using the "Mail with Encryption" option when sending via email.

Cloud Storage Integration

1 Connect other cloud services like OneDrive or Google Drive by tapping "Edit" in the sidebar, then turning on the services you use.

2 Sign in to your accounts when prompted to access files stored in these services.

3 Move files between services by selecting a file and using drag and drop or the Move function.

4 Set up automatic syncing by ensuring iCloud Drive is enabled in Settings > [Your Name] > iCloud > iCloud Drive.

Collaboration Tip: If your council uses Microsoft 365 or Google Workspace, connecting these services allows for seamless collaboration on shared documents.

File Management Best Practices

1 Regularly archive old documents into an "Archives" folder organised by year to keep your current folders uncluttered.

2 Create a consistent folder structure that all councillors understand and follow.

3 Back up important documents to multiple locations or cloud services for redundancy.

4 Use tags consistently across the council to make searching and filtering more effective.

Council Tip: Consider creating a simple document management guide for all councillors to ensure everyone follows the same organisational system.