Process Library

Document Filing and Naming

A consistent filing and naming convention that makes any document findable in seconds instead of lost in a folder maze.

Admin & Office 6 steps
When to use

Whenever documents are created or shared and need to stay findable.

Trigger
Runs when: A document is created or received

The procedure

6 steps

  1. Apply the naming convention: a date, a clear subject, and a version where relevant.
  2. File the document in the agreed folder structure, not on a personal desktop.
  3. Set permissions to the least access that still lets the right people work.
  4. Tag or label the document if the system supports search by metadata.
  5. Retire or archive superseded versions so only the current one is in the working folder.
  6. Confirm the document opens for the people who need it.
Outputs
  • A consistently named, correctly filed document
  • Correct permissions set
  • Superseded versions archived
Tools
Document storageNaming convention guide
Note: The naming convention is worthless if it is optional. A folder where half the files follow it is as unsearchable as one where none do.
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Related searches
document management sop file naming convention records management filing system checklist document organization

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