---
title: "File Naming Standard Guide (Human + AI Optimised)"
last_updated: "2026-03-16T11:55:29.441Z"
category: "Getting Started"
canonical_url: "https://maybeclients.com/h/mash-help-centre/file-naming-standard-guide-human-ai-optimised"
help_centre: "MaSH! Help Centre"
---

# File Naming Standard Guide (Human + AI Optimised)

## 1. Guiding Principles

A good naming standard must:

1. Be predictable — consistent structure always beats cleverness.
1. Be machine-readable — use stable patterns AI can parse.
1. Be human-scannable — someone should understand a file in <2 seconds.
1. Encode the right metadata — the filename should be searchable without opening the file.
1. Work across systems — cloud storage, APIs, automations, AI file parsing, and version control.
---

## 2. The Core Structure (Recommended)

A universal, AI-friendly format is:

[YYYY-MM-DD]__[ProjectName]__[ContentType]__[Description]__v[Major.Minor].[ext]

### Example

2025-11-14__BrandRefresh__Proposal__DesignDirections__v1.0.pdf

### Why This Works

- Date-first = natural chronological sorting
- Double underscores (__) = clean delimiters for AI parsing
- CamelCase/PascalCase = clearer for humans
- Explicit content type = instant categorisation
- Description block = flexible context
- Semantic versioning = eliminates “FINAL_FINAL_v2” chaos
---

## 3. Recommended Metadata Fields

|  | Required? | Field | Benefit |
|  | Yes | Date (YYYY-MM-DD) | Sorting, timelines |
|  | Yes | Project Name | High-value retrieval filter |
|  | Yes | Content Type | AI can classify roles instantly |
|  | Yes | Short Description | Searchable context |
|  | Yes | Version Number | Prevents confusion |
|  | Optional | Author Initials | Workflow clarity |
|  | Optional | Client Name | Multi-client environments |
|  | Optional | Confidentiality Tag | Helps AI apply rules |
---

## 4. Rules for Consistency

1. No spaces; use underscores.
1. Use ISO date format only. (2025-03-07)
1. Avoid subjective words (final, latest, new).
1. Description = 3–6 keywords max.
1. End with correct file extension.
---

## 5. Semantic Versioning Guidance

Use:

- MAJOR → structural changes
- MINOR → small edits
Examples:

v1.0 = full initial draft

v1.1 = small tweaks

v2.0 = full rewrite

---

## 6. Useful Tags for AI & Human Search

Audience Tags: Internal, Client, Leadership, Investor

Workflow Tags: Draft, Review, Approved, Archive

Confidentiality: Confidential, Restricted, Public

### Example

2025-01-17__AcmeLaunch__CampaignBrief__Internal-Confidential__v1.2.pdf

---

## 7. Folder Structure Best Practices

> 

Client/

Project/

01_Strategy/

02_Creative/

03_Assets/

04_Admin/

Or:

> 

Client/

Project/

Inputs/

Working/

Outputs/

Admin/

Rule: folder names should encode meaning, not creativity.

---

## 8. AI Retrieval Optimisation

1. Consistent delimiters (__ between fields; _ within fields).
1. Stable vocabulary for content types.
1. Strict uniformity to help AI models learn your structure.
---

## 9. Copy/Paste Naming Standard

# Agency File Naming Standard

Format:

[YYYY-MM-DD]__[ProjectName]__[ContentType]__[Description]__v[Major.Minor].[ext]

Rules:

1. Use ISO date format.

2. Use double underscores (__).

3. CamelCase all multi-word fields.

4. ContentType must use the approved dictionary.

5. Description: 3–6 keywords.

6. Use semantic versioning.

7. Avoid subjective words.

8. Keep extension intact.

9. Align folder structure with metadata.

10. Optional tags allowed: Internal, Confidential, Draft, Approved.

---

## 10. Real Examples