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File naming

Scan and Download File Naming Examples

Naming examples for scans and downloads so PDFs, screenshots, receipts, forms, and portal exports stop piling up as mystery files.

Direct answer

Start with this rule

Rename scans and downloads immediately with date, document type, source, and topic. The file name should replace the useless portal or scanner default.

Examples

Better names to copy

Avoid
scan0007.pdf
Use
2026-04-18 - scan-passport-renewal-form.pdf

The scan gets a job.

Avoid
download (3).pdf
Use
2026-04-12 - statement-bank-checking.pdf

Downloads need source and type.

Avoid
screenshot 2026-04-01.png
Use
2026-04-01 - screenshot-subscription-cancelled.png

Purpose beats app default.

Avoid
document.pdf
Use
2026-03-22 - letter-municipality-parking-permit.pdf

Letters need sender and topic.

Avoid
export.csv
Use
2026-03 - export-bank-transactions.csv

Exports need scope.

Rules that keep it useful

  • Rename before moving the file out of Downloads.
  • Use the sender or source when it helps future search.
  • Name screenshots by what they prove.

Why this works

  • Renaming at intake prevents mystery files.
  • Sources make official documents easier to trust.
  • Screenshots become evidence instead of clutter.

Common mistakes

  • Renaming later instead of at capture time.
  • Saving screenshots with no reason in the name.
  • Keeping portal defaults that only made sense to the portal.