Guide
How to organize design files
A studio does not lose a file because the drive is full. It loses the file because the name does not say which client, project or version it belongs to. A simple convention makes the approved proof easy to find and the handoff easy to explain.
Use one name pattern
Put the client, the project, the version, the date and the output in the same order every time. The pattern can be long; the important thing is that every person in the studio uses it the same way.
Use underscores between the parts and hyphens inside a part. A name like client_project_v3_2026-03-12_print.pdf is easy to sort and easy to read.
Keep the version stack
Every review version gets a number. The final proof is the latest number; the earlier versions stay available but read-only. Do not rename an old version to make it look current.
The review link, the approval record and the archive should carry the same version label. If the email says v3 and the folder says final, the client will ask which one is approved.
Separate source, proof and final
Keep the working source, the client proof and the production file in separate folders. The source is for the studio; the proof is for the review; the production file is what the printer receives.
Name the output in the file name: proof, print, web or source. A folder with three files called final is a folder where nobody knows which one to send.
Archive with the record
At handoff, keep the final files, the approval record and the handoff note together. The archive should answer who approved the version and what was delivered without a call.
Tell the client what the studio keeps and for how long. The engagement letter and the studio's retention policy decide the period.
Questions
What is a good design file name?
One that names the client, the project, the version, the date and the output. Consistency matters more than the exact separator, but underscores between parts and hyphens inside a part are easy to read.
Should the version number restart for each round?
No. Keep one sequence for the project so the client and the studio can refer to v3 without guessing which round it belongs to.
Where should the approved file live?
In the project archive with the approval record. The review link can stay available, but the archive is the studio's copy.
Sources
Reviewed November 3, 2026. Public pages can change; check the source before relying on a date or a price.