Paperwork and records
Choose a naming system for scanned documents
A naming system pays off the first time you need a document in a hurry. Give an assistant your folder structure, the kinds of documents you scan most, and whether more than one person needs to find the files.
A text to start with
Help me design a file-naming system for scanned household paperwork. I have medical records, tax documents, insurance policies, and home maintenance invoices. Two people share the drive. I want the date first so files sort chronologically, and I want a short marker for sensitive files so we both know to be careful before sharing one. I keep originals in a binder by category.
Example request. Change the details to fit your situation.What to check in the answer
Look at the date format first. A four-digit year with a zero-padded month, such as 2025-06, sorts correctly, while 6-2025 does not. Next, count the category labels. Keep only the ones you would use without thinking, because a long list gets ignored. If the answer proposes a sensitive marker, decide with your co-user what it means and who may see those files before you adopt it. Finally, the system should match how your originals are already filed in the binder.
Next step
Rename five existing files with the new convention and see whether the names are easy to type and read. If a label does not fit a real document, send the assistant that example and ask for an alternative. Once the system settles, write the convention down where both of you can find it.