Start with the right question
A folder full of final, final2, and use-this versions makes review harder. A simple naming system can connect a chronology, expense ledger, and evidence packet without changing the original content. The index carries the explanation; the filename does not need to contain every detail.
Work through the checks
Use a stable identifier
Assign a short document number that remains the same across references. Avoid changing it whenever the file moves. A timeline entry can then point to the document without depending on a long or ambiguous filename.
Keep labels neutral
Use a date where known, document type, and version label. Avoid labels such as proof-of-fraud or guaranteed-win. Do not put full account numbers, medical diagnoses, or other unnecessary private details into shared filenames.
Separate derivative copies
Label redacted, translated, annotated, and compressed copies clearly. Keep the original in its own location. Record how each derivative relates to the source so a reviewer knows which version they are opening.
Maintain an index
List the identifier, description, date meaning, source, and relevant page range. Note missing or uncertain information. A renamed file should still be traceable to its original source and collection record.
A record you can use
- Document ID
- Neutral filename
- Source and date meaning
- Original or derivative
- Related timeline or ledger entry
Keep this record locally. Use document references rather than publishing account numbers or other people's personal details. An empty field means the information is still missing; it should not be filled with an AI guess.
Worked example
A fictional packet uses DOC-014 for an invoice, DOC-014-redacted for a sharing copy, and a separate index entry explaining the relationship. The timeline refers to DOC-014 rather than a filename containing a private account number. A later annotation does not replace the original.
This example is fictional and illustrates the method, not a real case result.
Limits and next steps
A naming system is an organizational aid, not authentication or a substitute for required filing labels. Follow the recipient's instructions and preserve any original identifiers needed to understand the record.
Apply the system consistently to new material and keep a change log for significant renaming. Test a few references with another authorized reviewer before sending a large packet.