PTK PTO Drive — Target Taxonomy

Why this shape

Category-first: when someone asks "where's the bank statement?" they think of the kind of thing before the year. Putting category at the top keeps that mental model.
Year subfolders inside year-scoped categories so each school year is a clean unit to archive once it ends.
One canonical year format (2025-2026) replaces today's mix of 2024 - 2025, 2024-2025, 2024/2025, SY....
Public Access folder stays in place — anyone who has its link today keeps working access.
Nothing trashed in this pass. Duplicates are quarantined for human review.

Top-level folders: today vs. proposed

Side-by-side. The total folder count actually grows once we add consistent year subfolders, but the top level drops from 17 to 15 and everything becomes predictable.

Today (17)	Proposed (15)
2024 - 2025 After Action Reports	Bank
2024 - 2025 Donations	Budget
2024 - 2025 Meeting Minutes	Cash Collection
2024 - 2025 Scanned Docs	Communications
2025 - 2026 After Action Reports	Contracts
2025 - 2026 Donations	Donations
2025 - 2026 Grade Level Grants	Events
2025 - 2026 Meeting Minutes	Governance
2025 - 2026 Slides (PowerPoint)	Grade Level Grants
2025-2026 Scanned Docs	Meetings
Event Fliers	Membership
Family Fun	Public Access
Glow Party 2026	Reimbursements
PTK PTO - Public Access Folder	Tax Forms
Resources-Other-School-GLG Grade Level Grants	_Review (transient — delete once triaged)
Saved from Chrome
Standing Rules

Same content, organized by what it is instead of by what year it's from. Year subfolders live one level down inside the categories that need them.

Top-level layout

_Review/                       ← transient — delete once triaged
  Duplicates/                  ← all quarantined dupes; filename prefixed with origin folder
  Unclassified/                ← stuff we couldn't auto-categorize (board decides)
  Saved-from-Chrome/           ← moved as a block, file-by-file decision

Bank/<year>/                   ← monthly statements + transaction exports
Budget/<year>/                 ← budget proposals, financial activity sheets
Cash Collection/<year>/        ← deposit slips, cash collection records
Communications/                ← evergreen — parent-facing flyers, forms, QR codes
Contracts/<year>/              ← year = period the contract covers (vendor agreements)
Donations/
  <year>/                      ← donor records per year
  Templates/                   ← donation letter, donation receipt
Events/<year>/<event>/         ← planning + flier + after-action report all live with the event
Governance/                    ← bylaws, standing rules, board roster, position docs, important contacts
  Archive/                     ← superseded versions
Grade Level Grants/
  <year>/                      ← submitted grants per year
  Application Template/        ← evergreen application form + resources
Meetings/<year>/               ← flat per year; date-coded filenames sort the meetings
  Templates/                   ← blank sign-in sheets, etc.
  Archive/                     ← older meeting docs the board archived themselves
Membership/
  <year>/                      ← rosters per year
  Form Template/               ← the live membership form
Public Access/                 ← preserved folder ID; curated subset for public eyes
Reimbursements/
  <year>/                      ← submitted requests per year
  Form Template/               ← blank reimbursement form
Tax Forms/<year>/              ← annual filings

_Review/ uses a leading underscore so it sorts to the top during the cleanup window. Delete it once the board has triaged its contents.

Filename conventions

Universal rules — apply everywhere:

ISO dates: always YYYY-MM-DD. No M.D.YY, no MM/DD/YY.
No / in filenames. Drive treats / in a name as a path separator in some contexts and it breaks tooling.
Hyphens for human-readable separators; preserve original extensions.

Per-category patterns

Category	Pattern	Example
Meetings	`TPK-YYYY-MM-DD-{Agenda\|Minutes\|Slides\|SignIn}.{ext}`	`TPK-2025-02-13-Minutes.pdf`
Reimbursements	`Reimbursement YYYY-MM-DD - $AMOUNT - <desc>.pdf`	`Reimbursement 2025-10-30 - $109.95 - Lego Night.pdf`
Bank statements	`Bank Statement YYYY-MM.pdf` (statement month)	`Bank Statement 2025-12.pdf`
Bank transactions	keep generator name; just move to right year folder	`FREEBUS_1332_Transactions_2026-03-02_2026-03-19`
Budget	`YYYY-YYYY Budget - <variant>.{ext}`	`2025-2026 Budget - Proposed.gsheet`
Donations	`Donation YYYY-MM-DD - <donor>.pdf`
Contracts	`<Vendor> Contract YYYY-YYYY.pdf`	`MCT Contract 2025-2026.pdf`
Grade Level Grants	`<Grade> Grant YYYY-YYYY.pdf`	`Kindergarten Grant 2025-2026.pdf`
Events	folder-named; files inside free-form (ASCII-clean)	`Events/2025-2026/Trunk or Treat/flyer.pdf`
Governance	descriptive, evergreen	`Standing Rules.pdf`, `Board 2025-2026.gdoc`
Membership rosters	`Membership Roster YYYY-YYYY.gsheet`

Canonical event names

Same event, multiple folder names in the existing drive. These all collapse to:

Found as	Canonical
`BINGO`, `Bingo Night`, `bingo night 2025`	Bingo Night
`Glow Party`, `Glo Party`, `glow-flier`, `GlowParty-flyer`	Glow Party
`LEGO`, `Lego`, `lego night 2025`	Lego Night
`Trunk or Treat`, `trunk or treat-no food`	Trunk or Treat
`Multi Cultural Night`, `multicultural`	Multi Cultural Night
`Staff Appreciation`, `staff appreciation`	Staff Appreciation
`Kindergarten Kickoff`, `kindergarten kickoff info flier`	Kindergarten Kickoff
`Auction`, `Auction Donation Letter`	Auction

What folds into what

Existing folder(s)	New home
`2024 - 2025 Meeting Minutes`, `2025 - 2026 Meeting Minutes`	`Meetings/<year>/`
`2025 - 2026 Slides (PowerPoint)`	`Meetings/2025-2026/` (renamed to `TPK--Slides.`)
`2024 - 2025 Scanned Docs`, `2025-2026 Scanned Docs`	wrapper disappears; subfolders go to `Bank/`, `Reimbursements/`, `Cash Collection/`, `Contracts/`, `Tax Forms/`, `Grade Level Grants/` under their year
`Family Fun/2024/2025/<event>/`, `Family Fun/2025/2026/<event>/`	`Events/<year>/<canonical event>/`
`Glow Party 2026`, `Event Fliers`	`Events/<year>/<event>/`
`2024 - 2025 After Action Reports`, `2025 - 2026 After Action Reports`	`Events/<year>/<event>/AAR.<ext>` (one AAR per event)
`2024 - 2025 Donations`, `2025 - 2026 Donations`	`Donations/<year>/`
`2025 - 2026 Grade Level Grants`, `Resources-Other-School-GLG Grade Level Grants`	`Grade Level Grants/<year>/` and `Grade Level Grants/Application Template/`
`Standing Rules/` (and `Archive/` inside)	`Governance/` (and `Governance/Archive/`)
`Saved from Chrome/`	`_Review/Saved-from-Chrome/` (block move)
`PTK PTO - Public Access Folder`	renamed in place to `Public Access` (folder ID preserved so existing share links still work)
45 loose files at root	distributed by filename pattern — see `reorg-plan.csv`

Duplicate handling (this pass: quarantine only)

Files moved to _Review/Duplicates/ with their original folder encoded in the filename like [Saved from Chrome] Congratulations!.png. Nothing is trashed. Board reviews and approves trash separately.

Quarantine rules applied:

Same name in same folder → keep most-recently-modified; quarantine the rest.
Root copy duplicating a subfolder copy → quarantine the root copy.
.docx next to canonical .pdf (or Google Doc) in same folder → quarantine the .docx (download artifact).
Numbered variants (-2, (1)) next to the un-numbered original → quarantine the variant.
Copy of … files at root → quarantine.

12 files currently qualify. See reorg-plan.csv filtered to action = QUARANTINE for the full list.

What needs human review (10 files)

Listed in reorg-plan.csv filtered to action = MANUAL_REVIEW. The board should decide where these go (or trash them):

2 screenshots from 2026-02-26
Bubble prices, camp shirt older kids.png, 2025-12-attendance (root-level miscellaneous)
Family Fun/PTO Logo.tif (probably an asset for Communications)
3 items in Event Fliers/ that don't name a recognizable event (Cookie meeting, family recess.png, family recess b&w.pdf)

Move plan summary

From reorg_planner.py against the current inventory:

Action	Count
MOVE+RENAME	113
MOVE	111
QUARANTINE	12
MANUAL_REVIEW	10
NOOP (Public Access kept in place)	3
Total	249

(Total is 249 files mapped; 251 in inventory but 2 of those land via combined quarantine paths.)

Top-level distribution after reorg:

Top-level	Files
Meetings	70
Events	47
Reimbursements	37
_Review	22
Bank	21
Governance	14
Communications	8
Grade Level Grants	8
Donations	7
Budget	6
Contracts	3
Public Access	3
Cash Collection	2
Membership	2
Tax Forms	1

Next steps (not part of this cycle)

Board reviews this spec + reorg-plan.csv.
Design an execution script (gws drive files update with addParents/removeParents for moves; rename for filename changes).
Snapshot rollback plan — capture every (id, parent, name) triple before mutating so we can revert.
Execute in a single transactional pass with rate limiting.
Triage _Review/ contents with the board.
Curate Public Access/ contents by hand.

wormeyman/PTK PTO Drive — Target Taxonomy.md

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