Pick a compact pattern.
Agree the fields once, including which are optional. This fictional example is readable without opening the file.
[Project]_[Type]_[Known-Date]_[Version].ext P014_Supplier-Quote_2026-09-16_V02.pdf
Replace vague labels with known facts.
“quote-new2.pdf” tells you little. “P014_Supplier-Quote_2026-09-16_V02.pdf” identifies a project and revision, provided the source supports those details. Do not invent the facts needed to complete the pattern.
Make missing dates explicit.
Use Date-Unknown, or an agreed received-date label that is visibly different from a document date. A file modification timestamp is not automatically the document’s date.
Separate naming from deletion.
Two identically named files may contain different information. Compare them, flag duplicate candidates, and preserve revisions. Keep the old-to-new mapping so a renamed source remains traceable.