File and Folder Naming Convention

Best for

Any business where more than one person touches files, or one person touches a lot of them.

Use this when

Set it up once, apply it from today forward. Don't rename history.

The resource

Folder structure

[BUSINESS NAME]/
├── 01_Clients/
│   ├── [ClientName]/
│   │   ├── 01_Contracts/
│   │   ├── 02_Briefs_and_Intake/
│   │   ├── 03_Working_Files/
│   │   ├── 04_Deliverables/
│   │   ├── 05_Invoices/
│   │   └── 06_Correspondence/
├── 02_Business/
│   ├── Finance/
│   ├── Legal_and_Insurance/
│   ├── Suppliers/
│   └── Team/
├── 03_Marketing/
│   ├── Brand_Assets/
│   ├── Content/
│   ├── Campaigns/
│   └── Website/
├── 04_Templates_and_SOPs/
├── 05_Admin/
└── 99_Archive/
    └── [Year]/

File naming format

FORMAT:
YYYY-MM-DD_ClientOrProject_DocumentType_v##

EXAMPLES:
2026-03-14_AcmeCo_Proposal_v02
2026-03-14_AcmeCo_Invoice_0147
2026-04-01_Internal_MonthlyReview_v01
2026-04-08_SpringCampaign_SocialCalendar_v03

RULES
- Dates always YYYY-MM-DD so files sort chronologically
- No spaces — use underscores
- No special characters: / \ : * ? " < > | # %
- Version numbers with two digits: v01, v02, v10
- Final approved version: append _FINAL, and never edit it again — start v## again
- Never use "final_final" or "latest". Use the date and version.
- Keep names under 60 characters

DOCUMENT TYPE SHORTHAND
Proposal | Contract | SOW | Invoice | Brief | Report | Notes | Draft | Asset | Export

Housekeeping rules

- Archive a client folder to 99_Archive/[Year]/ within [30] days of offboarding.
- Never store the only copy of anything on a personal device.
- Confirm backups actually restore — test once a year, not just when you need them.
- Anyone joining the team gets this document on day one.
- Files containing personal or sensitive information live in [restricted location] with limited access.

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This resource is general educational information, not legal, financial, tax, or HR advice. Review anything you send or publish against the rules that apply to your industry and location, and consult a qualified professional when the stakes are high.

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