Naming Conventions

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The Master Format

Every file you create follows one pattern:

YYYY-MM-DD_project_descriptor_v00.ext

Four segments, separated by underscores, always lowercase.

Real-World Examples

Creative / Design

2026-01-15_rosecourt_logo-primary_v01.ai
2026-01-15_rosecourt_logo-primary_v02.ai
2026-01-20_rosecourt_brand-guide_v01.pdf
2026-02-01_rosecourt_social-templates_v01.psd
2026-02-10_rosecourt_brand-guide_v03.pdf        -- (approved final)

Music / Audio

2026-03-01_moonwalking_rough-mix_v01.wav
2026-03-05_moonwalking_rough-mix_v02.wav
2026-03-12_moonwalking_master_v01.wav
2026-03-12_moonwalking_stems-drums_v01.wav
2026-03-12_moonwalking_stems-bass_v01.wav

Consulting / Strategy

2026-01-10_grovehouse_ops-audit_v01.pdf
2026-01-18_grovehouse_ops-audit_v02.pdf
2026-01-25_grovehouse_recommendations_v01.pdf
2026-02-01_grovehouse_implementation-plan_v01.xlsx

Video / Photo

2026-04-01_witchhaven_bts-reel_v01.mp4
2026-04-01_witchhaven_hero-shot-exterior_v01.jpg
2026-04-05_witchhaven_hero-shot-exterior_v02.jpg
2026-04-10_witchhaven_sizzle-reel_v01.mp4

Finance / Ops

2026-01-01_internal_invoice-0041_v01.pdf
2026-01-15_rosecourt_proposal_v01.pdf
2026-01-15_rosecourt_proposal_v02.pdf
2026-02-01_internal_tax-docs-q4_v01.zip

Date Format Rules

Always ISO 8601: YYYY-MM-DD

This is non-negotiable. It sorts chronologically in every file browser on every operating system.

When to use the date: The date reflects when the file was created or the version was produced. For deliverables, use the delivery date.

Versioning Rules

Standard Versions

• Start at v01 (not v1, not v0)
• Increment sequentially: v01, v02, v03
• Zero-pad to two digits. If you pass v99, you have a process problem, not a naming problem.

What Triggers a New Version

• Any substantive change to content = new version
• Client feedback incorporated = new version
• Typo fix on an unshipped draft = overwrite in place (no new version)
• Format conversion (same content, different format) = same version, different extension

2026-02-10_rosecourt_brand-guide_v03.pdf
2026-02-10_rosecourt_brand-guide_v03.docx       -- Same content, different format

The "Final" Problem

Never use the word "final" in a filename. There is no final. There is only the highest version number. The approved deliverable lives in /03_Deliverables/Finals/ -- the folder tells you it is final, not the filename.

Character Rules

Why: Spaces break command-line tools, URLs, and scripts. Special characters break APIs, cloud syncs, and automations. Lowercase prevents duplicate files on case-sensitive systems.

Multi-Part Descriptor Conventions

When a file needs more context, chain descriptors with hyphens:

2026-03-01_witchhaven_social-ig-story_v01.png
2026-03-01_witchhaven_social-ig-feed_v01.png
2026-03-01_witchhaven_social-twitter-header_v01.png
2026-04-01_rosecourt_photo-headshot-ceo_v01.jpg
2026-04-01_rosecourt_photo-headshot-cto_v01.jpg

Keep descriptors to 3 hyphenated words maximum. If you need more, your project folder structure should carry the context instead.

Folders vs. Filenames -- Division of Labor

The filename carries: when, who/what project, what it is, which version.

The folder carries: where it lives in your workflow and what stage it is in.

/02_Projects/2026/rosecourt_brand-refresh/drafts/
  2026-01-15_rosecourt_logo-primary_v01.ai
  2026-01-18_rosecourt_logo-primary_v02.ai

/03_Deliverables/Finals/
  2026-01-25_rosecourt_logo-primary_v04.ai      -- Approved version

You do not need draft or final in the filename. The folder already tells you.

Quick Reference Card

FORMAT:   YYYY-MM-DD_project_descriptor_v00.ext
CASE:     all lowercase
SPACES:   never (use underscores between segments, hyphens within)
VERSIONS: v01, v02, v03 (zero-padded, no "final")
DATES:    ISO 8601 (YYYY-MM-DD), always
DEPTH:    3 hyphenated words max per descriptor

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