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Naming Convention Guide

how to create folder management on pc an actionable guide.

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kazi noor ahmed
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26 views4 pages

Naming Convention Guide

how to create folder management on pc an actionable guide.

Uploaded by

kazi noor ahmed
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Let’s make the naming convention more comprehensive and user-friendly by adding

clarity and keeping it consistent. This revised system will ensure files are well-labeled
for easy searching and organization without being overly complex.

Simplified Naming Convention Structure

To make the convention intuitive and straightforward, each file name will include four
elements:

1. Category – The general file type, like “Document” or “Media.”

2. Document Type – A specific label for the file’s purpose (e.g., Proposal, Report).

3. Subject/Topic – Briefly state what the document is about.

4. Date – Always formatted as YYYY-MM-DD for easy sorting.

5. Version (Optional) – Only if multiple versions exist.

Key Elements Explained

1. Category – Organize files by main categories, like “Admin,” “Finance,” “Media,” etc.,
for clear organization.

- Admin: Proposals, meeting notes, general communications.

- Finance: Invoices, budgets, expense reports.

- Projects: Project documents, reports, and plans.

- Media: Photos, videos, or presentations.

2. Document Type – Provides the document’s purpose at a glance:

- Proposal: Formal business or project proposal.

- Invoice: Billing or payment documents.

- Report: Summaries, findings, or performance updates.

- Plan: Strategic documents, schedules, or project outlines.

- Memo: Internal notes or communication.

- Contract: Legal agreements.


3. Subject/Topic – Keep it short and use consistent keywords:

- ProjectX: A specific project name.

- Q3Sales: Quarterly reports for sales.

- AnnualBudget: Yearly budget or financial plan.

- StaffingPlan: Personnel planning documents.

4. Date – Format as YYYY-MM-DD to keep files chronologically organized.

5. Version – Add “v1,” “v2,” etc., for drafts, or “Final” for completed versions.

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Folder Structure Setup

Create folders based on the Category to make it easy to find files at a glance:

1. Admin

- Proposals

- Meetings

- General Communication

2. Finance

- Invoices

- Budgets

- Reports

3. Projects

- ProjectX
- ClientProjects

- ArchivedProjects

4. Media

- Photos

- Videos

- Presentations

Naming Convention Examples

Let’s apply this simplified structure:

1. Admin_Proposal_NewOfficeProject_2024-10-26.docx

- A proposal for a new office project within the Admin category, created on October
26, 2024.

2. Finance_Invoice_ClientA_2024-10-05.pdf

- An invoice for “ClientA” under Finance, dated October 5, 2024.

3. Projects_Plan_StaffingPlan_2024-08-01_Final.docx

- The finalized staffing plan under Projects from August 1, 2024.

4. Media_Photo_EventLaunch_2024-07-15.jpg

- A photo from an event launch stored under Media, taken on July 15, 2024.

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Tips for Retrieval & Ongoing Organization


- Quick Access: Pin frequently used folders (e.g., Finance, Projects) to Quick Access for
easy retrieval.

- Consistent Search Terms: Stick to the same keywords (e.g., “Invoice,” “StaffingPlan”)
across files for faster searches.

- Monthly Clean-Up: Schedule a regular review to delete redundant versions and move
completed projects to “Archived” folders.

This approach keeps your files well-labeled, organized, and easy to navigate. Let me
know if you'd like adjustments based on specific use cases or examples.

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