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Yes, keep it simple, nobody wants to search for documents in a complicated multilevel file structure. Use a tool - if you can - with overall search capability. If your team members work on different projects, a common standard is helpful. Create document name standards.
Here is an example I used:
01 Meetings SteerCo, Internal Meetings, Agendas, Meeting Minutes, Contact List, Orgchart, Communication Plan
02 Schedule & Effort Baselines schedule, budget(efforts), PMP (processes), milestones, external dependencies
03 Actions / Decisions Action Tracker, Open Point List, escalation management
04 External Support SOW, RfP, decision criteria/matrix, Proposals, Contracts, Assignments(Orders), deliveries, quality checks,
05 Actuals, Monitoring & Reporting Status reports, effort tracking (internal/external)
06 Change Management Project CRs, Project Change Log, Change Control Board Meetings/Decisions
07 Project Scope scope (deliverables list, WBS, scope statement), Requirements register/backlog, pre-project results (business case, SOW), Project Mgmt Plan (Processes), acceptance criteria,/DoD, acceptance letters
08 Project Risks Risk Register, Contingency Plans
09 Financials (restricted) Budgets/rates in €, invoices, plan/actuals in Euro, ProQuest CRs
10 Stakeholders (restricted) Stakeholder Analysis Engagement Plan
