02 - BABEL - ONE DRIVE

Summary

In this tutorial, the speaker walks through the organization's OneDrive structure, explaining how access to folders is granted using email and detailing the folder hierarchy. Key areas include document storage for clients (both individual and corporate), how data is organized by importance and frequency of use, and the separation of client files to ensure confidentiality between different company entities. The video also covers essential workflows, such as managing client files, tracking fiscal and accounting documents, and following routines for tasks like issuing invoices. Overall, it’s a comprehensive guide to efficiently navigating and managing documents within a cloud-based system.

Takeaways

• 😀 Employees are granted access to company folders via email, which is essential for organizing and accessing documents in OneDrive.
• 😀 The OneDrive structure is initially complex but is well-organized with main folders and subfolders for ease of use.
• 😀 The 'ESC' folder is the root folder, and it contains essential documents such as client files and organizational data.
• 😀 There are separate folders for different types of clients: individuals (Pessoa Física) and companies (Pessoa Jurídica).
• 😀 Client folders are divided into 'Avulsos' (one-time clients), 'Fixos' (recurring clients), and 'Arquivo Morto' (archived files).
• 😀 Sensitive information such as CPF, CNPJ, and other personal identifiers must be handled with care to avoid loss or data breaches.
• 😀 Special folders like 'Acesso Gov' contain important access credentials that must be protected to avoid legal or financial issues.
• 😀 The 'Fechamento' folder contains monthly documents like tax filings, payroll, and other financial data, organized by month and client.
• 😀 'Rotinas' folder includes step-by-step guides for tasks like issuing invoices, ensuring consistency across employees.
• 😀 Employees must ensure that client information remains confidential and is not shared between business units (e.g., Noori Contabilidade and Taiga Contabilidade).
• 😀 Always verify the client and their associated company before sharing documents, and consult a supervisor if uncertain about actions.

Q & A

What is the purpose of the OneDrive system explained in the script?

The OneDrive system is used to store and manage important documents for the office. It allows employees to access files and folders related to clients and administrative work, ensuring efficient document handling and organization.

How is the OneDrive folder structure organized?

The OneDrive folder structure is organized into a root folder called 'ESC,' which contains several subfolders such as 'Docs.' Inside 'Docs,' there are folders for clients ('Clientes'), fiscal documents, payroll, and routine tasks, among others.

What are the main categories of clients in the OneDrive system?

The main categories of clients in the OneDrive system are 'Pessoa Física' (Individuals) and 'Pessoa Jurídica' (Legal Entities). These are further divided into subcategories like 'Clientes Avulsos' (One-time clients), 'Arquivo Morto' (Inactive files), and 'Clientes Fixos' (Recurring clients).

What is the 'Arquivo Morto' folder used for?

The 'Arquivo Morto' folder stores files for clients who no longer have active accounts, such as one-time clients or those with inactive engagements. These files are kept for reference and legal purposes but are not in active use.

What precautions should employees take when handling client data in the OneDrive system?

Employees should be cautious when handling sensitive client data. They must ensure they are working with the correct company’s client information to prevent any data mix-up. Also, they should avoid deleting or altering important files, particularly those containing confidential client information, like access credentials or certificates.

What is the significance of separating clients by company in the OneDrive system?

Clients are separated by company to maintain confidentiality and prevent cross-company data sharing. For example, clients from 'Nor Contabilidade' should not have access to data from 'Taiga Contabilidade.' This ensures that sensitive information remains private and each company's data is managed independently.

What documents are typically stored in a client's folder?

A client's folder typically contains documents such as CNPJ (Corporate Tax ID), CPF (for individuals), legal documents, tax filings, and any other client-specific records. Additionally, files related to the client's business activities, like certificates and tax-related documents, are also stored.

How is the information within each client folder structured?

Information within each client folder is organized into a hierarchy. The structure includes the client’s company name, CNPJ, and other identifiers such as CPF and legal information. More specific documents are categorized by type, such as tax documents, personal data, and government access credentials.

How are routine tasks managed in the OneDrive system?

Routine tasks are stored in the 'Rotinas' folder, where employees can find step-by-step instructions for common procedures. These instructions help employees complete tasks like issuing invoices or managing specific client requests, and are organized by category (e.g., fiscal, marketing).

What should an employee do if they are unsure about handling a document or client file?

If an employee is unsure about handling a document or client file, they should consult with a supervisor for guidance. It’s important to verify the client’s company and the type of document before proceeding to ensure that the right information is used and shared properly.