For project managers, product teams, and knowledge workers
Project documentation and knowledge file naming convention
Organize project files with project code, document type, version, and date. Keep team documentation searchable and version control clear.
Name project files as ProjectCode_DocType_YYYY-MM-DD_v#.pdf for cross-team clarity and version control.
- Lead with project code or identifier so all project files group together alphabetically.
- Include document type (spec, design, proposal, review) for visual search without folder diving.
- Append date and version for chronological sorting and change tracking across team members.
Proof: 12.4k project documents organized last month using this pattern across 89 product and engineering teams.
Recommended patterns
Standard project file pattern
Lead with project code for grouping. Include document type and date for visual identification.
Pattern
ProjectCode_DocType_YYYY-MM-DD.pdfExample
PROJ-42_Spec_2025-10-15.pdfTokens
Project code
Project identifier or code
Example: PROJ-42
Document type
Spec, Design, Proposal, Review, Meeting Notes
Example: Spec
Date
Document creation or update date
Example: 2025-10-15
Project file with version
Add version number for iterative documents like designs and specs that evolve through reviews.
Pattern
ProjectCode_DocType_YYYY-MM-DD_v#.pdfExample
PROJ-42_Design_2025-10-15_v2.pdfTokens
Project code
Project identifier
Example: PROJ-42
Document type
Document type
Example: Design
Date
Update date
Example: 2025-10-15
Version
Version number
Example: v2
Project file with author
Include author for documents with multiple contributors to track ownership and responsibilities.
Pattern
ProjectCode_DocType_Author_YYYY-MM-DD.pdfExample
PROJ-42_Proposal_JSmith_2025-10-15.pdfTokens
Project code
Project identifier
Example: PROJ-42
Document type
Document type
Example: Proposal
Author
Document creator or owner
Example: JSmith
Date
Creation date
Example: 2025-10-15
Core principles
Lead with project code
Project identifier keeps all related files grouped alphabetically. Avoids folder sprawl and enables cross-project search.
Use consistent document type abbreviations
Standardize on Spec, Design, Proposal, Review, Meeting, Roadmap so teams search and file consistently.
Include dates for temporal context
YYYY-MM-DD format shows document age and update frequency. Critical for roadmaps and quarterly reviews.
Version numbers for iteration tracking
Version numbers track evolution through review cycles. Use for specs and designs, not for meeting notes.
Avoid embedding status in filenames
spec_DRAFT_PENDING_REVIEW.pdf signals poor workflow. Use project management tools for status tracking.
Never use personal pronouns
My_Proposal.pdf or Team_Document.pdf create ownership confusion. Use project codes and author names instead.
Common mistakes
Omitting project code
Why it's wrong: Files scatter across folders. Impossible to find all documents for a project without manual search.
Fix: Always lead with project code: PROJ-42_Spec_2025-10-15.pdf
Using "Final" or "Latest" in filenames
Why it's wrong: Design_Final_v3_REALLY_FINAL.pdf signals poor version control. Every version thinks it is final.
Fix: Use dates and versions: PROJ-42_Design_2025-10-15_v3.pdf
Generic names like "Document.pdf" or "Notes.pdf"
Why it's wrong: Zero context. Files get overwritten in shared folders and downloads.
Fix: Include project, type, and date: PROJ-42_MeetingNotes_2025-10-15.pdf
Inconsistent project code formats
Why it's wrong: PROJ-42, P42, Project-42 break search and grouping. Teams cannot find related files.
Fix: Adopt single format company-wide: PROJ-NNNN
Leaving spaces in filenames
Why it's wrong: Spaces break command-line tools and some collaboration platforms. Create %20 in URLs.
Fix: Use underscores or hyphens: PROJ-42_Spec_2025-10-15.pdf
Frequently asked questions
Should I include stakeholder names in filenames?
Optional. Add stakeholder or department after project code if documents are stakeholder-specific: PROJ-42_Eng_Spec_2025-10-15.pdf.
How do I handle meeting notes and agendas?
Use MeetingNotes or Agenda as doc type with date: PROJ-42_MeetingNotes_2025-10-15.pdf. Skip version numbers for meeting artifacts.
What about attachments and appendices?
Append attachment identifier: PROJ-42_Spec_2025-10-15_AppendixA.pdf or use subfolder with main document name.
Can I use this for code documentation?
Yes. Works for technical specs, architecture docs, and API documentation. Adapt doc types: TechSpec, Architecture, API.
Should I rename historical project files?
Start with new files. Batch rename historical files during project retrospectives or archive migrations when context is available.