SOP-FILE-NAMING-1.0Rev. v1.0··2026-05-01

File Naming, reloaded

Why a file-naming scheme makes your knowledge faster to find, safer and auditable

PROCEDURE

1
Look at the current file name and take the creation date from the file properties or the content.
TOOLS
File ExplorerProperties dialog
DURATION30 sec
☐Checkpoint: Date noted as YYYY-MM-DD.
2
Choose a keyword in a single word (e.g. “quote”, “balance”, “minutes”). No sentences, no special characters.
MATERIALS
Keyword list per domain
DURATION20 sec
☐Checkpoint: Keyword matches the convention on the list.
3
Apply scheme S2: <YYYY-MM-DD>_<keyword>_<modifier?>_v01.<ext>.
TOOLS
Cheat-sheet S1–S11
DURATION20 sec
☐Checkpoint: Format S2 checked visually.
4
Set the version number to two digits, starting at _v01.
DURATION5 sec
☐Checkpoint: _v01 (not _v1) in the name.
5
Rename the file, move the original into “archive/<year>/” — never delete it.
TOOLS
File Explorer
MATERIALS
Archive folder
DURATION40 sec
☐Checkpoint: Original in the archive, new name in the workspace.
6
In the file inventory (CSV or Notion) add an entry: old name, new name, migration time, person handling it.
TOOLS
File-inventory.csv
DURATION30 sec
☐Checkpoint: Entry visible in the inventory, sync status green.

BACKGROUND

Why this topic, now

We have crossed the line where file names stop serving the person and start blocking them. Cloud sync, AI search and compliance audits now treat the file name like an API — not like a sticky note.

The rules

#1Date up front

YYYY-MM-DD at the start turns the file explorer into a timeline. ISO 8601 sorts alphabetically just as it sorts chronologically — free of cost.

#2Keyword, not a story

One word, not a sentence. The scheme decides the order, not the length.

#3Versioning made explicit

_v01, _v02 — two digits, starting at 01. Saves you sorting bugs from v10 onwards.

#4Status sparingly

Status tags like _DRAFT, _REVIEW, _FINAL only when the workflow forces it. Otherwise it troubles the eye.

#5Case does not matter

Keep the convention in lower case. Cloud storage sometimes does not tell upper and lower case apart — and you should not have to know.

Before / after

Before	After
Quote Patel Industries REVISED 2 (Copy)_FINAL_now_really.docx	2026-05-01_quote_patelindustries_v03.docx

Which scheme for which use case

DIN 5008 (S1/S2): office, contracts, quotations, reportings.
SemVer (S6): APIs, SDKs, software releases — MAJOR.MINOR.PATCH.
ISO 8601 + time (S3): logs, capture streams, telemetry.
GAMP 5 (S5): regulated systems (pharma, medical devices).
Logseq convention (S11): personal knowledge vaults with Git.

SemVer: Semantic Versioning — MAJOR.MINOR.PATCH. MAJOR = breaking, MINOR = feature, PATCH = bugfix. The standard for APIs, because machines can compute on the order of the numbers.

# Example migration for a directory
for f in *.docx; do
  mv "$f" "$(date -I)_${f// /_}"
done

The human side

The commonest cause of failure is not the wrong scheme, but the missing example from the top. If the leadership team keeps sending “xyzFINAL.docx”, the team learns that the convention is optional.

A file-naming convention is 30% standard and 70% discipline.
— from the pilot workshop

Done in three weeks

Week 1: decide the scheme (1 workshop, 90 min).
Week 2: pilot in one team — old files live on, new ones follow the rule.
Week 3: company-wide roll-out with a short cheat-sheet (1 PDF page).

Bring your knowledge into shape.

Give your knowledge a name you find again. Your second brain holds the convention so you need not — a companion, not a filing cabinet.

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