Use consistent file names
A useful naming pattern is “date—matter—counterparty—version”. Keep drafts, revised versions and signed copies separate so different versions are not confused.
Keep related records connected
Link appendices, supplementary agreements, orders and relevant correspondence to the main agreement. Note each file's source and the date received. Make scans readable and retain originals appropriately.
Create a searchable index
An index can record the matter, relevant parties, document date, storage location and responsible person. Before sharing, confirm the recipient and what is needed, and avoid including unrelated personal information.
This is general guidance on organising information. It is not legal advice on a particular matter and does not replace an assessment by counsel after review of the facts.