This is the formula for saving documents.
kd_”what”_”specification_”version”_yymmdd.fileformat
kd :"short abbreviation of the company or signature, 2-3 letters maximum. In this case, kd or KD is equal to Klick Data
_”what”: The main purpose of the document. Example: Agreement, proposal, pitchdeck, template, etc.
_”specification: The "subheadline of "What" could be the client name, so it agrees with "client" ; it makes it easier to understand and find on a hard drive or among attachments in a mail.
_”version”: It is important to separate versions and work in progress. Example: alfa (just started), beta (on progress but not finished), final, final1
_Signature: This can be added after the version so you know who has made it the last _EB (EB= Erik Bolinder or SS= Sherif Sayed. This is valuable info when you find a document after 14 days or a quarter.
_yymmdd: year, month, and date make it findable and sortable so you see the same document but with a different date; if it is 2nd version, the exact date add a b 240409b is the second version of the same document but you know it always is better than the 240409 version since you improved it.
_hhmm; You could also use the timestamp if you work on a shared document and save multiple instead of b,c, etc. Optional.
.fileformat ; This is set by the system like .pdf, .doc etc. But you will see the difference between a pdf and a doc-file of the same "file."
Using the syntax above makes all in the group cooperative :
We at Klick Data have worked with this since 2009, and we find all documents in a blink, no matter where they are. When they are sent or sent date.
Sometimes, it is not saved precisely, and sometimes, all underscore is unused. Still, if used with discipline, it will save a tremendous amount of time and eliminate distractions and comparisons between versions. Working with Klick Data furthers this order.
When searching for "_agreement," all files from 2009 appear in order. Etc. The system is like a wine cellar: It's getting better and better over time. Good luck!
