How to use a naming convention for your files

If you're losing documents or can't keep up with the latest version, you may need to implement a standardised naming convention across your business documents. 

A naming convention is used to ensure consistency in your file names and quick identification of your documents. To make it easy, I like to use a hierarchy system when naming my files. Below are some examples of how I implement a naming convention. 

Key categories to use: 

• Client Name (usually an acronym) 

• Project Name (If required) 

• What the document is 

• Date 

• Version 

Depending on your service, I like to start by using my clients name or the name of their organisation. This is usually reduced to an acronym. For example, Jessica Dixon Virtual Assistant is broken down to JDVA. 

If I'm working on several projects for one client, I will include the project name, also abbreviated in some form. Following on I will then use the document name. 

Version control and dates are the most important part of a naming convention. You want to keep it consistent throughout your draft documents so you know you are working on the most up to date version, but also have access to previous versions if needed. The order and style of which you put your dates and versions can be interchangeable depending on the type of file, but it needs to remain the same when working on subsequent versions. 

When using version control, I use decimal points. If there are only minor changes to the document I will go up a decimal point. When there are major noticeable changes, I will go up a whole number. Version control is particularly helpful if you have multiple authors on the one document.  

For most documents I may only use month and year. However, if I am the sole author of a document and I choose not to use version control, I will add the full date, in reverse YYYY.MM.DD - this ensure it will save in chronological order. Here are some examples of the naming conventions I have used: 

Example 1: 

JDVA_Project A_Document B 0922 v2.1 

Example 2: 

JDVA_Project A_Document B 2022.09.30 

My recommendation is not to wait to use a naming convention in your business. Start to name your files as you go. This will help later when you decide to organise your files and folders, and you can start to rename them as you go.