A strict file and folder naming strategy is an important component when it comes to ensuring a smooth transition between councils as well as overall scalability and search functions.
A strong file naming strategy in Google Workspace should use prefixes or suffixes to clearly differentiate between static (finished, permanent, reference) and dynamic (in-progress, frequently updated, version-controlled) files.
In the context of document management (like Google Docs, Sheets, and Slides), the difference is based on their lifecycle and expected change frequency:
Static Files: These are finalized, approved, and often archived documents that serve as a fixed record or reference. They are not expected to change (e.g., a final budget, a signed contract, an official policy).
Dynamic Files: These are working, in-progress, or living documents that undergo frequent changes, iterations, and require constant version control (e.g., a draft proposal, a meeting agenda, a shared project tracker).
A robust file name should follow a consistent format across both types, incorporating a differentiating element. A common and highly readable structure is:
[Differentiator] _ [Date/Project Code] _ [Description]
Static files should be immediately recognizable as the definitive version. They often include a final completion date or version number.
Differentiator: Use a clear, all-caps prefix like FINAL, OFFICIAL, or REF (for Reference).
Structure: [REF] _ [YYYY-MM-DD] _ [Document Description]
Goal: Maximize clarity that this file is the "source of truth" and minimize accidental editing.
Example File Name
Interpretation
FINAL_2025-11-20_Q4-Budget-Report
The final, approved budget report for Q4, signed off on Nov 20, 2025.
REF_Client-Onboarding-Checklist-V1.0
The official, static version 1.0 of the client onboarding checklist.
OFFICIAL_Signed-MSA_Client-ABC
The official, static, signed Master Service Agreement for Client ABC.
Dynamic files need to easily track progress or show who is currently working on them. They typically use a date or a version number after the description to indicate iteration.
Differentiator: Use a prefix like DRAFT, WIP (Work In Progress), or omit a prefix entirely if the structure is housed in a "WIP" folder. The example below uses DRAFT for explicit clarity.
Structure: [DRAFT] _ [Project Code] _ [Document Description] _ [Version/Date]
Goal: Facilitate collaboration, track minor versions, and prevent confusion between current work and final output.
Examples:
DRAFT_PJT-2026-A_Marketing-Proposal-v3.1
A working draft, version 3.1, of the Marketing Proposal for Project 2026-A.
WIP_Weekly-Team-Agenda_2025-12-05
The dynamic, frequently edited agenda for the team meeting on Dec 5, 2025.
Client-ABC_Feedback-Log_LIVE
A "living" document (often a Sheet) that is constantly updated with client feedback.
Regardless of static or dynamic status, apply the following best practices:
Consistency: The most important rule is to always use the same order of elements.
Date Format: Use the ISO 8601 standard: YYYY-MM-DD (e.g., 2025-12-03). This ensures chronological sorting by file name.
Punctuation: Use hyphens (-) or underscores (_) to separate elements for readability, avoiding spaces as much as possible, especially in Shared Drives.
Capitalization: Use Title Case or kebab-case (lowercase with hyphens) consistently. Use all caps only for the differentiator (FINAL, DRAFT).
Versioning: For dynamic files, use a versioning scheme like v1.0, v1.1, v2.0 in the file name in addition to relying on Google Drive's built-in version history.