Privacy-first research PDF naming
Auto-title by title/author/year with EU data residency. 95%+ accuracy on supported academic layouts with confidence preview before apply.
Watch 2-Minute Demo
See how to rename your first batch of invoices—from Drive connection to approved filenames—in under 3 minutes.
Keep PDFs organized without losing privacy guarantees
Built for universities and labs that must show where data lives, who touched it, and how it was named.
Fragmented storage policies
Different faculties require EU-hosted Drive/Dropbox, but PDFs still arrive with random filenames.
Manual compliance checks
Renaming and auditing reading lists by hand wastes time before evaluations or grant reviews.
Shared lab chaos
Research assistants and principal investigators need consistent Title_Author_Year patterns to collaborate.
First win in under 3 minutes
1. Connect EU Drive or Dropbox
60 secondsPick the folder in your EU-resident storage. We never move your originals. No migration required.
2. Drop in your PDFs
45 secondsDrag papers, lecture notes, or dataset docs. We extract title, author, year, and venue automatically using OCR + AI.
3. Preview & apply
60 secondsReview every suggested filename with confidence scores. Approve the batch and we write clean copies you can undo anytime.
How a small CPA firm could save 18 hours monthly
Illustrative example: A 4-person CPA firm processing 2,400+ monthly documents could eliminate manual invoice renaming and cut monthly close time by 2 days.
The Challenge
Consider a typical 4-person CPA firm in Austin or Dallas managing bookkeeping for 23 small business clients. Each month, they process 2,000–2,500 invoices, receipts, and bank statements—most arriving as unlabeled PDFs via email or client Dropbox folders.
Such firms typically have a junior bookkeeper spending 18–22 hours monthly manually renaming files before they can begin actual reconciliation work. Inconsistent naming leads to duplicate uploads and missed invoices during monthly close.
How Renamed.to Could Help
A firm like this could connect Renamed.to to their Google Workspace shared drives and configure per-client templates for invoices, receipts, and bank statements using the pattern library.
Files uploaded to /Clients/ClientName/Inbox would be automatically processed. Renamed files would appear in /Ready with confidence scores. The bookkeeper could review and approve batches in under 15 minutes.
Expected Benefits
- Up to 18 hours saved monthly — bookkeeper focuses on reconciliation, not file cleanup.
- Eliminate duplicate uploads — content-based deduplication catches repeats automatically.
- Faster monthly close — files organized before reconciliation starts.
- Improved client satisfaction — faster turnaround on financials, fewer follow-up requests.
Note: This is an illustrative example based on typical US CPA firm workflows and market research. Individual results may vary based on document volume, complexity, and existing processes. Time savings estimates assume 15–25 seconds saved per document compared to manual renaming.
Up to 18 hrs
Potential time saved
2,400+
Monthly volume
4
Team members
~420%
Estimated ROI
Example Firm Profile
- LocationAustin/Dallas
- Team size4 CPAs
- Clients served23
- Use caseMonthly close
Could your firm benefit from similar time savings? Start your free trial →
Templates tuned for EU academia
Use these as-is or tailor them to your institute’s naming policy.
Research paper
messy_filename.pdf{Year}_{AuthorLast}_{Title}.pdf{Year}_{AuthorLast}_{Title}.pdfSyllabus
messy_filename.pdf{Course}_{Semester}_{Year}_Syllabus.pdf{Course}_{Semester}_{Year}_Syllabus.pdfMinutes & reports
messy_filename.pdf{Department}_{Meeting}_{Date}.pdf{Department}_{Meeting}_{Date}.pdfEthics documentation
messy_filename.pdf{Project}_{EthicsRef}_{Version}.pdf{Project}_{EthicsRef}_{Version}.pdfTrack submissions and approvals with reference IDs.
Thesis drafts
messy_filename.pdf{Name}_{ThesisTitle}_Draft-{Version}.pdf{Name}_{ThesisTitle}_Draft-{Version}.pdfTranscripts
messy_filename.pdf{Name}_{University}_{Year}_Transcript.pdf{Name}_{University}_{Year}_Transcript.pdfStart with any template
Connect Google Drive or Dropbox. Drop 5 files. Get clean filenames with confidence scores.
Free 50 docs/month • No credit card • 2 min setup
Calculate time saved
Adjust sliders to match your monthly volume. See time saved vs. manual renaming.
Time saved
3.5 hours
Every month your team gets back 3.5 hours for client work.
Cost savings
$140
Monthly savings at $40/hr fully-loaded labor cost.
Average 15–25 seconds saved per document. Based on EU research teams processing 400–1,000 papers monthly.
Security & Compliance Built In
Enterprise-grade security and compliance controls designed for accounting firms handling sensitive financial documents.
End-to-end Encryption
TLS 1.3 in transit, AES-256 at rest. Your files are encrypted from upload through processing. Keys rotated quarterly.
US Data Residency
Processing occurs in US data centers with SOC 2–aligned controls. No cross-border transfers for US tenants.
2FA & SSO Ready
Enforce two-factor authentication for all users. SSO support via Google Workspace and Microsoft 365 for enterprise teams.
Role-Based Access
Granular permissions per user and client folder. Audit logs track every file access, rename, and approval with full attribution.
Limited OAuth Scopes
Request folder-level access only—never full Drive/Dropbox. Tokens stored encrypted, auto-expire after 90 days, revocable instantly.
SOC 2–aligned controls (not certified)
Controls mapped to SOC 2 principles. GDPR/CCPA-ready. Pen-test and security review cadence appropriate for startup scale.
Data Retention & Purge Policy
What we store
Extracted metadata (vendor, amount, date, invoice #) kept for 90 days for template learning. Original files never stored—processed in-memory only.
Your control
Purge metadata anytime from your dashboard. Disconnect integration to revoke all access instantly. Full data export available before deletion.
Confidence Controls & Error Handling
Set confidence thresholds, bulk-approve high-confidence items, and route uncertain renames to manual review.
Three-Tier Confidence System
High Confidence
95-100%All fields extracted cleanly. Auto-approve enabled by default. Bulk-approve entire batches with one click.
Medium Confidence
80-94%One or more fields uncertain. Requires manual review. Side-by-side preview shows original vs. suggested name.
Low Confidence
<80%Extraction failed or very uncertain. Flagged for manual rename. Originals never touched—you keep full control.
Configurable Thresholds
Customize confidence rules per client or globally for your firm.
Files above this score process automatically. Lower to 90% for faster throughput; raise to 98% for extra caution.
Files between 80-94% go to your review queue. Adjust based on team capacity and risk tolerance.
Files below this score skip processing entirely. You handle them manually or upload better scans.
Duplicate Prevention & Idempotency
Content-based deduplication
Every file gets a content hash (SHA-256). If you upload the same invoice twice, we detect it and skip processing—no duplicate renames created.
Filename collision handling
If a renamed file already exists, we append (2), (3), etc. Or set custom collision rules per client.
Re-run safety
Run the same batch multiple times—already-processed files skip automatically. No risk of re-renaming or overwriting.
Audit trail
Every rename logged with timestamp, user, original name, new name, confidence score, and template used. Export CSV for compliance.
Privacy & compliance ready
- Safe-Rename writes copies in your EU storage and leaves originals untouched for audit logs.
- No long-term file retention. Processing data is purged after rename; only your storage retains copies.
- Confidence preview ensures every rename is reviewed before apply—no hidden changes.
- Supports EU Drive/Dropbox residency; logs who triggered each rename.
Stay compliant while automating
Configure EU-hosted Drive or Dropbox spaces once; Renamed.to handles the rest.
Ensure your shared drive uses EU data residency.
Create /Research/{Project}/Incoming for new papers.
Renamed.to writes Safe-Rename copies into /Research/{Project}/Organized ready for Zotero or shared folders.
Connect the EU team space and pick /Faculty/{Department}/Inbox as the source.
Renamed copies land in /Faculty/{Department}/Ready using Title_Author_Year.
Audit logs capture user, timestamp, and filename change.
Ready to get started? Connect your Drive or Dropbox account and process your first batch in under 3 minutes.
Try Free NowFrequently asked questions
Do you process data within the EU?
Yes. We respect your Drive/Dropbox data residency and process within the EU region you configure. We do not store your files after processing.
How accurate is Renamed.to on research papers?
We deliver 95%+ accuracy on supported academic layouts. Every rename shows a confidence score. Preview mode lets you spot-check every suggested filename before apply. You can correct and save rules for next time.
Will you overwrite my original files?
No. Safe-Rename writes new files alongside your originals and keeps them untouched. You can undo any batch with one click. Originals are never modified or deleted.
Is Renamed.to secure and compliant for EU research teams?
We align our controls to SOC 2 principles (not certified). All data encrypted in transit (TLS 1.3) and at rest (AES-256). EU data residency in certified data centers. 2FA and SSO support. Full audit logs with user attribution. GDPR ready.
How do you handle consent and audit logs?
Confidence preview ensures human approval before apply. Safe-Rename logs every rename with timestamp, user, and original filename. Full audit logs capture every rename with attribution.
Can templates handle EU grant references?
Templates support custom fields like {GrantRef}, {ProjectCode}, {EthicsRef}, {Title}, {AuthorLast}, {Year}, {Venue}, and more. Save presets per research programme or department.
What file formats do you support?
We process PDFs with OCR for scanned documents. Support for research papers, syllabi, minutes & reports, ethics documentation, thesis drafts, and transcripts. 300+ DPI recommended for best OCR accuracy.
What about retention policies?
We purge processing data immediately after writing renamed copies. Only your storage retains the files. No long-term copies stay with us. Full data export available before deletion.
How do collaborators access renamed files?
We write renamed copies into the same Drive or Dropbox folders you already share. No extra accounts required. Perfect for EU research teams and lab groups.
How long does it take to process files?
First batch under 3 minutes including setup. Processing speed depends on file size and page count. Most single-page papers process in 5–15 seconds. Batch of 100 papers typically completes in under 10 minutes.
Integrations
Works where your files live
Native integrations with cloud storage. Connect automation platforms for complex workflows. Use our API for custom builds.
Testimonials
Proven results across teams
Real metrics from bookkeepers, researchers, and operations teams
“I process 200+ client invoices per month. Renamed.to cut my filing time from 3 hours to under 20 minutes. The accuracy is consistently above 95%, and when I save a rule for a vendor, it handles everything automatically.”
Ina C.
Bookkeeper, Small Business Clients
“Downloaded 60 research papers last week. Created 3 naming rules based on author and year. Now everything files itself into the right folder with zero manual work. First rename took under 3 minutes to set up.”
David P.
PhD Candidate, Computer Science
“We handle contracts, NDAs, and vendor agreements daily. The confidence score preview lets us catch edge cases before they file. Saved rules scaled across our team of 8. No more IMG_4387.pdf in our shared Drive.”
Marcel T.
Operations Admin, Legal Tech
“I process 200+ client invoices per month. Renamed.to cut my filing time from 3 hours to under 20 minutes. The accuracy is consistently above 95%, and when I save a rule for a vendor, it handles everything automatically.”
Ina C.
Bookkeeper, Small Business Clients
“Downloaded 60 research papers last week. Created 3 naming rules based on author and year. Now everything files itself into the right folder with zero manual work. First rename took under 3 minutes to set up.”
David P.
PhD Candidate, Computer Science
“We handle contracts, NDAs, and vendor agreements daily. The confidence score preview lets us catch edge cases before they file. Saved rules scaled across our team of 8. No more IMG_4387.pdf in our shared Drive.”
Marcel T.
Operations Admin, Legal Tech