---
title: How to organize files
description: "How to organize documents and images in OWNER: store them with the right item, give them a type and date, and mark favorites."
---

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October 20, 2026

# How to organize files

## Practical examples for storing documents and images in the right place.

A well-organized file folder saves a lot of searching. With these tips, you store documents and images in OWNER so you can always find them again.

**In this article**

1. [Store files at the right level](https://knowledge.owner.app/en/organize-files#juiste-niveau)
2. [Give files a type and date](https://knowledge.owner.app/en/organize-files#type-en-datum)
3. [Mark favorites](https://knowledge.owner.app/en/organize-files#favorieten)
4. [Do you also keep your documents on paper?](https://knowledge.owner.app/en/organize-files#fysiek)

## Store files at the right level

Link a file to the item it really belongs to. A few examples:

| File | Where do you store it? |
| --- | --- |
| Signed rental contract and addenda | With the rental contract, not with the tenant or the unit. That keeps the unit organized, even after several tenant changes. |
| Tenant's notice of termination | With the rental contract. |
| Floor plan | With the unit or units it relates to. You link one floor plan with ten units to all ten. |
| Proof of identity | With the person (Contacts \> Persons). Then you only have to save it once, even for multiple rental contracts. |
| Chamber of Commerce extract (Dutch company register) | With the company (Contacts \> Companies). |
| Photo of a leak | With the ticket about the leak, so the report and the photo are together. |
| Inspection report | With the inspection. |
| Contract with a supplier | With the service contract. |

## Give files a type and date

With a type, for example “Agreement”, you can later find all your lease agreements at once by filtering. With a date, you put documents in order. For images, this happens automatically because the date the photo was taken is stored in the file.

**Tip:** Missing a type? Add it yourself via the plus sign in the dropdown or in the settings.

## Mark favorites

Open a document or image and choose **Set as favorite** in the actions. You can then quickly filter on your favorites.

## Do you also keep your documents on paper?

Then use a numbering stamp: a stamp that puts a unique, sequential number on each document.

1. Stamp the document with a number.
2. Scan the document.
3. Upload it in OWNER and enter the stamp number under **Reference number**.
4. File the paper document in a binder, in number order.

That way, you can quickly find the paper original for each digital file.

Also read: [File management](https://knowledge.owner.app/en/file-management?hsLang=en) · [Managing documents](https://knowledge.owner.app/en/documents?hsLang=en) · [Images](https://knowledge.owner.app/en/images?hsLang=en).

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