FileName Rule for archival

This is my thought process back and forth with ChatGPT and Gemini.

Approach	Typical Structure	Best For	Example
Chronological	YYYYMMDD_Description	Daily logs, photos, scientific data	20260515_SoilSample_A1.csv
Project-Based	ProjectID_Component_Status	Construction, Design, Large Teams	PRJ402_Kitchen_Draft_v03.dwg
Web / SEO	lowercase-kebab-case	Website assets, Blog images	how-to-fix-leaking-pipe.jpg
Academic/Legal	Author_Year_Keyword_v01	Research papers, Case files	Smith_2026_CaseStudy_v02.pdf
Machine-Ready	Prefix_UUID	Automated backups, Databases	BKP_550e8400-e29b-41d4.zip

Use:

YYYY-MM-DD--who--what.ext

Examples:

2026-05-15--barclays--current-account-statement.pdf
2026-05-15--octopus--electricity-bill.pdf
2026-05-15--apple--macbook-repair-invoice.pdf
2026-05-15--dvla--vehicle-tax-confirmation.pdf

For no obvious sender/source:

2026-05-15--personal--passport-scan.pdf
2026-05-15--home--boiler-manual.pdf
2026-05-15--unknown--old-receipt.pdf

This is much easier than IDs, still sorts nicely, and searches well.

This was Gemini and ChatGPT Chats.

I’m thinking that for me a combination of these would be ok. Like have a chronological filenaming.

• Then If I have a project, I assign IDs to projects. PRJ003 format. Put it in description
• For versioning I should use v00 format. Always two numbers.

My Rule: Never Change ID of a file. Once I put it in this format, I never change file ID again. Never change the fixed ID. You may change the descriptive part.

I think If I include a three digit number after date. The name would be unique. And also I can change the filename!

Gemini:
If you decide to use your 3-digit number idea, I recommend using dashes for the date and an underscore for the serial/description. This creates a clear visual hierarchy:

2026-05-15-001_Project-Notes.docx

• Dashes (-) connect the sub-parts of the date.
• The Underscore (_) acts as a “hard wall” between the ID and the description.

Jonny Decimal System for File Organization

For folders also, I’m thinking of using YYYY/YYYY-MM folders.

Why the “Two-Part” Name is Superior

1. The “Fixed Part” ensures Perfect Sorting

The first half of your filename (20260515-001) is a Primary Key.

• It ensures that files created on the same day are listed in the exact order you made them.
• It provides a “Short Name” for the file. In a meeting, you can say, “Check file 0515-001,” and everyone can find it instantly.

2. The “Variable Part” ensures Multi-Search

By including ProjectID and PersonName as tags, you can find files through different “lenses”:

• The Project Lens: Search PRJ0213 to see everything for that client.
• The Person Lens: Search SMITH to see every document involving that person.
• The Topic Lens: Search TAX to pull financial records from every year/month folder.

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This system works without any folders. It can be combined with PARA.

0-Inbox/  
1-Projects/  
2-Areas/  
3-Resources/
4-Archives/
  2026/
    2026-01/
    2026-02/
    2026-03/
    2026-04/
    2026-05/

PARA Method Alternatives
PARA Method and Zettelkasten
Jonny Decimal System for File Organization
File Organization - 5 Systems You Must Know

A file name is like a person’s nickname.
A file path is like their home address.
A file ID is like their passport number or national ID.

Thoughts on filenaming and folder organization