The DNM document naming standard.
The General DNM example below puts Description before Type. Each standard sets its own field order, using readable parts joined by underscores. Review proposed names and Microsoft 365 checks before saving.
Division and its reference number join into one code, like STRATA1234 or CASE2026-0022.
Short answer. A DNM standard is a fixed filename pattern built from fields such as division, date, description, and type, joined by underscores and kept Microsoft 365 safe. Your chosen standard controls which fields appear and whether Type or Description comes first. General DNM example: Acme-Corp_20260424_Leak-Repair_INV_001.pdf
What each segment means
Division
The thing the file is about: a client, matter, property, project, or claim. It groups everything related in one place.
Reference
A short ID joined to the Division, like a case, claim, matter, or PO number. Plain numbers pad to four digits, so 22 becomes 0022. Real IDs like 2026-0022 are kept exactly.
YYYYMMDD
The document date as YYYYMMDD. When the preceding fields match, filenames sort in date order: 20260101 before 20260424.
Description
A few plain words joined by hyphens, so a person can tell the file apart at a glance.
TYPE
A short code for what the file is: INV for invoice, PLE for legal, RPT for report, IMG for image, CORR for correspondence.
.ext
The original file extension, always preserved. DNM never changes what kind of file it is.
Optional fields you can use
Time
A 24-hour time like 1430, for files created on the same day so they still sort in order.
Priority
An urgency tag: HIGH, MED, or LOW. Surfaces what needs attention first.
Class
A status or handling label: DRAFT, FINAL, CONF for confidential, INT for internal, PUB, VER, or REV.
Class no.
A version number paired with VER or REV, like 02, so revisions stay in order.
Initials
Who handled the file, like BF or JC. Useful when a team shares a folder.
Sequence
A number such as 001, 002 or 003. Turn on Sequence all files to include it; the selected standard controls its position in the filename.
The rules DNM follows
Underscores separate, hyphens join
Underscores split the major parts. Hyphens hold a multi-word part together, like Notice-Civil-Claim.
Dates are always YYYYMMDD
Use YYYYMMDD so filenames with matching preceding fields sort in date order.
The extension is preserved
DNM renames the file, never the kind of file. The .pdf or .docx always survives.
Unsafe characters are removed
Characters Windows and SharePoint reject, like the colon, question mark, asterisk, slashes, and pipe, are stripped or replaced.
Real reference IDs are left alone
2026-0022 and CASE-2026-0022 stay exactly as they are. Only plain numbers get padded, so 22 becomes 0022.
Names stay readable
Useful words like Invoice, Report, and Photo are kept, not thrown away for codes.
The standard in practice
DNM sets the field order per standard. Some standards, like Property/Strata and Legal, lead with the document type so files of the same kind line up in a column when a folder is sorted. Others read description first. You can re-sort the fields for any standard.
Standards library
File naming standards for your industry
DNM ships with 12 built-in naming standards, one for each kind of work. Each standard sets which fields appear in a filename and the order they run in. Some lead with the document type so files of the same kind line up in a column when a folder sorts. Others read the description first. Pick the standard that fits your work, or reshape any of them in the generator.
General DNM
Everyday business naming with safe DNM defaults and codes like DOC, CORR, IMG, PHOTO, and LGL.
Description before type
Acme-Corp_20260612_Vendor-Agreement_DOC_0001.pdfAgent-Ready Archive
Flat, date-stamped, machine-legible names for the knowledge folders your AI tools read. Pairs with the folder index, INDEX.md.
Type before description, so files cluster by kind
PROJECT-Atlas_20260612_SPEC_Ingestion-Pipeline_0001.mdLegal / Pleadings
Pleadings, civil claims, drafts, and court language in review-ready names.
Type before description, so files cluster by kind
CASE2026-0022_20260424_CRT_Notice-Civil-Claim_0001.pdfInvestigation / Officer
Task-based professional naming with correspondence, court, statement, photo, and warrant types.
Type before description, so files cluster by kind
CASE-4471_20260424_STMT_Witness-Interview_007.pdfCorporate Security / Facility
Facility and folder naming for security, incidents, reviews, operations, and correspondence.
Description before type
HQ-North_20260424_Loading-Bay-Break-In_INC_007.pdfEMP Export Package
Case and reference export packages with dates, times, ZIPs, and evidence-package defaults.
Description before type
CASE-2026-0044_20260424_Evidence-Export_EVD_0001.zipProperty / Strata / HOA
Property, strata, condo, HOA, council, vendor, owner, incident, and maintenance naming.
Type before description, so files cluster by kind
STRATA1234_20260424_INV_ABC-Plumbing-Leak-Repair_0001.pdfAccounting / Bookkeeping / Tax
Client, tax-year, receipt, bank, payroll, CRA and IRS, invoice, and month-end package naming.
Type before description, so files cluster by kind
Nguyen-Ltd-2025_20260415_BANK_RBC-March-Statement_0001.pdfInsurance Claims / Restoration
Claim, property, estimate, invoice, report, inspection, correspondence, and photo naming.
Description before type
CLM-2026-00481_20260424_Kitchen-Water-Damage_PHOTO_0001.jpgConstruction / Engineering
Project, RFI, change order, drawing, submittal, permit, safety, inspection, and revision naming.
Type before description, so files cluster by kind
Riverside-RFI-12_20260424_DRAW_Lighting-Layout_0001.pdfReal Estate / Conveyancing
Client, property, offer, disclosure, inspection, mortgage, ID, closing, and strata naming.
Type before description, so files cluster by kind
123-Main-St_20260424_OFFER_Purchase-Agreement_0001.pdfMSP / Microsoft 365 Migration
Client tenant, SharePoint, OneDrive, migration, inventory, permissions, archive, and mapping naming.
Type before description, so files cluster by kind
Contoso-M365-001_20260424_MAP_SharePoint-Folder-Map_0001.csvYour standard, ready to reuse
This illustration shows inconsistent names becoming a shared pattern. In DNM, review suggestions from your selected standard and save the files you choose.
Common questions
What is the DNM naming standard?
A consistent file-naming format for Windows: a division and reference, the date as YYYYMMDD, a plain-words description, and a short type code, joined by underscores. It keeps files sortable, searchable, and safe for Microsoft 365.
Why does DNM write dates as YYYYMMDD?
YYYYMMDD preserves date order when filenames share the same preceding fields. In DNM's division-first pattern, files sort by division, then date.
Does DNM change my file type or extension?
No. DNM renames the file, never the kind of file. The original .pdf, .docx, or .jpg extension is always preserved.
Can I adjust the standard for my team?
Use the free naming-convention generator to shape a pattern and download a policy file. Import it into DNM, review the suggested names for your selected files, then save when ready.
Is the standard safe for Microsoft 365 and SharePoint?
DNM strips or replaces characters Windows and SharePoint reject, like the colon, question mark, asterisk, slashes, and pipe.
Keep exploring
Build your own version of the standard.
Use the free generator to shape a pattern for your team and download a policy file. Import it into DNM, review the suggested names and save selected files when ready. DNM also includes the built-in standards and type-code lists.
Download DNM for WindowsOpen the generatorPreparing evidence packages for review? EMP Intake uses a matching export grammar. See EMP Intake.