You write a 12-page document on file naming standards. Nobody reads it. Three months later, file names are as chaotic as ever.
Naming conventions that stick are short, have examples, and explain the why in one line each. Here's a template that has worked.
The convention itself
Pattern: `YYYY-MM-DD_<context>_<doc-type>.pdf`.
Examples: - `2025-08-15_Acme_NDA.pdf` - `2025-09-01_Q3_Statements.pdf` - `2025-07-22_BoardMeeting_AgendaPack.pdf`
Doc type vocabulary: NDA, MSA, SOW, Invoice, Statement, Receipt, Proposal, Brief, Report, Pack, Update. Add to the list as needed; keep it under 20.
The 'why' in one line each
Why dates first: alphabetical sort gives chronological order.
Why context next: the most specific distinguishing fact.
Why doc type at the end: enables visual filtering and search.
Why ISO dates: sortable across years, language-independent.
Four sentences. Each rationale is obvious in retrospect; people stick to rules they understand.
Edge cases
What to do when the date is uncertain (use received-date). What to do when there are multiple counterparties (use the primary). What to do for internal documents without a counterparty (use the project or department).
Document the three or four edge cases your team hits most. Don't write 30 — most people won't read past five.
How to roll it out
Adopt for new files immediately. Don't try to rename history — fix as you touch. Within a fortnight, the convention feels natural; within a month, the team's library starts to feel consistent.
The cheatsheet is the reference. Reinforce with examples, not lectures.
FAQ
Should we use underscores, dashes, or spaces?
Underscores between fields, dashes within fields, no spaces. `2025-08-15_Acme-Corp_NDA.pdf` works everywhere. Spaces break URLs and command-line tools.
What about long filenames?
Cap at 60 characters. If you need more context, put it inside the PDF — edit the title page instead of bloating the filename.
How long should the convention itself be?
Under half a page. Pattern, examples, vocabulary, edge cases. If it's a full page, it's too much.
What about international teams with different date formats?
ISO 8601 (`YYYY-MM-DD`) is the international standard. Avoid `DD/MM/YYYY` vs `MM/DD/YYYY` confusion entirely.
Short, exemplified, explained. That's the convention that sticks. Adopt it in Flint and watch your library line up.