Field Notes / file names

Names that help you find files

Clear names work even outside your favorite application.

Lead with meaningful words

Choose names that describe the document itself. A date can be helpful for invoices or recurring reports, while a topic is often more useful for reference material. Avoid long strings of abbreviations that only make sense on the day you create them.

Use versions consistently

For a small project, a numbered version or a date can be enough. Keep the latest working file in an obvious location and archive milestones. If several people edit the same document, agree on a shared location before creating competing copies.

Test the system on a small folder

Try your naming pattern with ten files and imagine searching for them six months later. Adjust the pattern before applying it widely. Preserve extensions and keep a backup when using a bulk rename tool.