File Naming and Document Control
For every back office specialist who creates, saves or shares files for a client. After reading you will be able to name files the Narqix way, keep versions under control, store sensitive documents safely and share them without leaks.
Track: Back Office & Admin · Role: All back office roles · Time to complete: 20 min
The three rules of document control
- The client owns the files. Everything lives in the client's shared drive, in folders the client owns. Never in your personal drive, never on your desktop longer than the task.
- Anyone can find it in 10 seconds. Clear names and a predictable folder structure.
- Only the right people can open it. Sensitive documents are shared with named people only.
The Narqix file name
Pattern: DATE_PARTY_DOCTYPE_VERSION
| Part | Rule | Example |
|---|---|---|
| DATE | Year-month-day, so files sort in time order | 2026-10-18 |
| PARTY | Client, customer, vendor or property the file is about | Hartwell or 1420-Oak-St |
| DOCTYPE | What the document is, in plain words, no spaces | PurchaseAgreement, VendorQuote, Invoice |
| VERSION | v01, v02, v03 ... and FINAL when signed or approved | v02 or FINAL |
Examples
- 2026-10-18_Hartwell_VendorQuote_v01
- 2026-10-21_1420-Oak-St_PurchaseAgreement_FINAL
- 2026-11-01_AcmeHVAC_MonthlyReport_v03
Character rules: use letters, numbers, hyphens inside a part and underscores between parts. No spaces, no slashes, no special symbols. Spaces and symbols break links and imports.
Coach's note: use two-digit versions (v01, not v1). When you reach version 10, v1 and v10 sort in the wrong order. Small detail, but it is the kind of detail clients notice.
Version control
- Every meaningful change is a new version. Save as v02, do not overwrite v01 when the change matters (new prices, new terms, new numbers).
- FINAL is frozen. A file named FINAL is never edited. If something must change, copy it and create a new version, then a new FINAL.
- One live version. Older versions move to an "Archive" subfolder so nobody works on the wrong one.
- Track changes for contracts. When a document goes back and forth with another party, keep tracked changes on and note who changed what.
Folder structure
Agree a structure with the client and record it in the Client Workflow Record. A good default:
| Folder | Holds |
|---|---|
| 01 Admin | Internal documents, policies, templates |
| 02 Clients or Customers | One subfolder per customer or property |
| 03 Vendors | Quotes, contracts, insurance certificates |
| 04 Finance (restricted) | Invoices, receipts, statements |
| 05 People (restricted) | Hiring files, staff documents |
| 06 Reports | Weekly and monthly reports |
| 07 Backups | CRM exports and data backups before bulk changes |
| 99 Archive | Old and superseded files |
Sensitive documents
Sensitive documents include: IDs and passports, bank statements, tax forms, contracts, payroll, medical information, background checks, and anything with account numbers.
- Stored only in a restricted folder
- Shared with named people only, never "anyone with the link"
- Not downloaded to your device unless the task needs it, and deleted from the working folder when the task ends
- Never sent as a normal email attachment if the client has a secure option; if a protected file must be emailed, send the password by a different channel
- Never pasted into a chat, a note or an AI tool
See the Security Standard in Narqix Standards for full rules.
Sharing checklist (before you click Share)
- Right file, right version?
- Right person, right email address (checked against the CRM or contact list)?
- Lowest access level that works (view before comment before edit)?
- Link setting is "specific people", not public?
- For external sharing of sensitive files: client approved?
Document trackers
For any process with several documents (a hire, a property file, a loan file, a vendor onboarding), keep a tracker:
| Document | Requested on | From | Received on | Status | Notes |
|---|---|---|---|---|---|
| W-9 form | 2026-10-14 | (VENDOR NAME) | 2026-10-16 | Received | Saved to 03 Vendors |
| Insurance certificate | 2026-10-14 | (VENDOR NAME) | Chased 2026-10-17 | Second reminder sent |
E-signature
- Use only the client's e-signature tool and account.
- Before sending: every signature, initial and date field assigned to the right signer; signer emails checked against the CRM; signing order set.
- After signing: save the signed copy as FINAL in the right folder and update the tracker.
Never do this: never set a sensitive document to "anyone with the link can view". A forwarded link is a data leak, and you cannot take it back.
Never do this: never keep client files in your personal storage, personal email or chat apps, even "just for today". If your device is lost, that is a reportable incident.
Check yourself
- Name this file: a signed lease for 77 Pine Road, signed on 3 November 2026.
- Why do we use v01 instead of v1?
- What do you do if a FINAL file needs a change?
- List four checks before you share a file.
- Which folder holds a CRM export taken before a bulk change?
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