AI developers are licensing internal records from established companies to train their models. Process manuals, help desk history, CRM notes, project archives, QA logs and team chat all qualify. It is a license, so you keep your data and keep using it. Interested in selling? See if your business fits the program in under a minute.
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Design one naming rule for every file in your company and share it in minutes.
Final_v2_REAL_final.docx is funny until a client receives the wrong version. A shared file naming convention stops that, but most teams never agree on one because writing the rule feels like a chore. This generator does the hard part. Choose which pieces belong in a file name: date, client or project, department, document type, description, version and status. Switch pieces on or off and reorder them with the arrows. Set your preferred date format, separator, letter case and version style. The page shows a live example, the pattern to share with your team and a written policy you can paste into your handbook. You can also paste a list of descriptions to produce correctly formatted names for many files at once.
| Use | Part | Example value | Order |
|---|---|---|---|
| Date | |||
| Client or project | |||
| Department | |||
| Document type | |||
| Short description | |||
| Version | |||
| Status |
Leave out spaces and symbols such as & # % ? / \ : * " < > |. Many systems handle them badly, and links to files with these characters often break when shared by email or chat.
Use v01, v02 and so on, always with a leading zero so they sort properly. Track the approval status in your document system rather than in the name, because "final" rarely stays final.
Clean names make documents easy to find, migrate and audit. Well organized archives are also far more useful for internal AI search and for licensing to AI companies that buy organized business data.
Most conventions include a date, a client or project name, a document type, a short description and a version. Pick only the parts people actually search and sort by, and keep the order the same for every file.
YYYY-MM-DD, also known as ISO 8601. Files named this way sort into the correct date order automatically in any folder, on any operating system, in any country.
Either works if you are consistent. A common approach uses underscores between parts and dashes between words inside a part, for example 2026-03-15_Acme_Proposal_Site-Redesign_v02.
Aim for under 60 characters. Long names get cut off in folder views and can break when files sit deep inside nested folders, especially on Windows and SharePoint.
Share the written rules in one place, show examples, add them to onboarding and correct names during reviews for the first few weeks. Bulk naming tools like this one make following the rule easier.