# Team File Naming Policy (Notion-ready)

Paste this into your team wiki, Notion, or Confluence and adapt the entity field to
your work. A convention only holds when it is applied at the point of filing, so pair
this policy with a tool that enforces it rather than relying on memory.

## Pattern

```
{YYYY-MM-DD}_{Entity}_{DocType}_{Detail}.ext
```

- **Date** in ISO format (YYYY-MM-DD) so files sort chronologically anywhere.
- **Entity** the file is about: client, matter, property, or project. Spell it the
  same way every time. Use hyphens, no spaces (Acme-Corp, Northgate-Apts).
- **DocType** a short type from the approved list below.
- **Detail** an optional disambiguator (invoice number, unit, version).

## Approved document types

Invoice, Receipt, Contract, Engagement-Letter, Statement, Report, Proposal,
Deliverable, Lease, Memo, Correspondence.

## Examples

```
2026-04-12_Acme-Corp_Invoice_4471.pdf
2026-04-15_Bregman-LLC_Engagement-Letter.pdf
2026-04_Northgate-Apts_Lease_Unit-3B.pdf
```

## Rules

1. Hyphens inside a field, underscores between fields.
2. No spaces, slashes, or special characters.
3. No personal abbreviations. If it is not on the approved list, it does not go in
   the name.
4. Apply the convention to legacy files in one cleanup pass, then enforce it on
   intake so the drive never drifts back.

## Enforcement

A written policy decays the moment the team gets busy. Use a shared rule that reads
each file and writes the name and folder automatically, so the output is identical
no matter who did the work.

Build your own variant with the free generator:
https://www.getsortio.com/tools/file-naming-convention-generator

Generated with Sortio. See https://www.getsortio.com/blog/enforce-file-naming-convention