A folder contains final, final-new and final-really-new. The problem is not a lack of effort; the naming system does not explain which copy someone should use. A small shared convention can reduce that uncertainty.
Follow the team’s existing rule first
Before inventing a new pattern, check whether the organisation already uses a document system or naming standard. File names should support that process, not compete with it.
If you need a simple working convention, discuss useful fields such as topic, date and version. A hypothetical name like event-brief-2026-10-03-v02 tells a colleague more than final2, provided everyone understands what the version means.
Keep status separate when the system supports it
A document may have draft, reviewed and approved states controlled elsewhere. Do not add “approved” to a filename unless that status is actually established through the team’s process.
Avoid personal or confidential details that do not need to appear in a name. File names can be visible in messages, links and other places beyond the document itself.
Point to the current copy
In a handover, identify the authoritative location and explain how older versions are handled. Do not create another uncontrolled copy merely to make the handover convenient.
Pair this with a practical handover note. A useful filename helps someone find the right item, while the surrounding process explains whether it is the right version to act on.