Name archived files as [YYYY-MM] [Type] — [Descriptive Title] — enables chronological sort, category filter, and keyword search in the filename alone
Name archived files using the pattern '[YYYY-MM] [Output Type] — [Descriptive Title]' to enable chronological sorting, category filtering, and keyword search through the filename itself, making files findable even if metadata systems fail.
Why This Is a Rule
Filenames are the most resilient metadata: they survive platform migrations, tool changes, export/import operations, and metadata system failures. Tags get lost. Properties get stripped. Database fields don't export. But the filename persists across every system that can store files. A well-structured filename makes the file findable and identifiable even in the worst-case scenario of a flat folder dump with no other metadata.
The three-part pattern — [YYYY-MM] [Output Type] — [Descriptive Title] — encodes three retrieval paths into the filename itself: Date (YYYY-MM enables chronological sorting: all 2026-03 files cluster together when sorted alphabetically). Type (Report, Article, Proposal, Presentation enables visual scanning by category within a date range). Descriptive title (keyword-rich description enables text search: "marketing budget analysis" is findable by searching "marketing" or "budget").
Example: 2026-03 Article — How cognitive biases distort project time estimates.md. This filename sorts chronologically, identifies as an article at a glance, and is findable by searching for "cognitive biases," "time estimates," or "project." No metadata system needed — the filename itself is the index.
When This Fires
- When saving any output to your archive (Two-minute archiving ritual after every delivery: file to archive with metadata immediately — archiving is closure, not a deferred task archiving workflow)
- When establishing naming conventions for a new archive or knowledge system
- When existing archives use inconsistent naming that makes files unfindable
- Complements Five metadata fields for every archived output: keyword title + date + type + project + 2-5 tags — the minimum standard before entering the archive (five metadata fields) with the filename-level convention that survives metadata loss
Common Failure Mode
Ad-hoc naming: "Final Report v3 (2).docx," "Notes from meeting.txt," "draft - updated.md." These names provide no date, no type, and no descriptive keywords. In a folder of 500 files, finding the right one requires opening files one by one.
The Protocol
(1) When archiving any output, rename it using the pattern: [YYYY-MM] [Type] — [Descriptive Title]. (2) YYYY-MM: use the completion date. Year-month granularity is sufficient for most archives; add day (-DD) only for very high-volume archives. (3) Type: use your controlled vocabulary (Article, Report, Proposal, Presentation, Email, Guide, etc.). Keep the type list to 8-12 options maximum. (4) Descriptive Title: use natural-language keywords your future self would search for (Title reference items with the words your future self will search for, not the words that categorize what it is). Include the topic, key decision, or distinctive content. (5) Examples: 2026-03 Report — Q1 marketing performance analysis.pdf, 2026-02 Proposal — Enterprise pricing restructure for Acme Corp.docx, 2025-12 Article — Why spaced repetition fails without comprehension.md.