Best Practices for Organizing PDF Documents

Naming Conventions

Use consistent, descriptive file names:

• Include dates: 2025-01-15_Invoice_CompanyName.pdf
• Be descriptive: Avoid vague names like "document1.pdf"
• Use underscores: Separate words with underscores or hyphens
• Avoid special characters: Stick to letters, numbers, hyphens, underscores

Folder Structure

Create a logical hierarchy:

Documents/
  ├── Work/
  │   ├── Contracts/
  │   ├── Invoices/
  │   └── Reports/
  ├── Personal/
  │   ├── Medical/
  │   ├── Financial/
  │   └── Education/
  └── Archive/
      └── 2024/

Consolidation Tips

• Merge related documents into single PDFs using our merge tool
• Split large PDFs into logical sections
• Keep master copies separate from working copies

Backup Strategy

• Use cloud storage for important documents
• Keep local backups on external drives
• Follow the 3-2-1 rule: 3 copies, 2 different media, 1 offsite

Regular Maintenance

• Review and delete outdated files quarterly
• Compress large files to save space
• Update file names as needed for clarity
• Archive completed projects