M07.02
Document control and file naming
The SOP is useless if the live files are named finalFINAL2.
- Apply the naming standard without exception
- Know the job-file folders by heart
- Control revisions so nobody installs Rev A after Rev C
The grammar
{Prefix}-{ProjectID}-{###}_{Description}_{YYYY-MM-DD}.{ext} — example: SUB-FP-2026-HFS-003_Resinous-Floor-System-Data_2026-08-26.pdf. The prefix says what it is (RFI-, CO-, TM-, SP-, PTP-, QC-, SUB-, LTR-, QUOTE-, WTY-, OM-), the project ID is {Type}-{Year}-{ClientCode}, numbers run sequentially — never reused, never skipped — and the date goes last. No spaces (use hyphens). No 'new', 'old', 'use this one.'
Job-file folders
| Folder | Holds |
|---|---|
| RFIs | Issued RFI PDFs + the RFI log |
| Submittals | Packages + stamps + the submittal log |
| Change-Orders | CO PDFs + the CO log |
| T-M-Tickets | Signed T&M tickets + the T&M log |
| Safety-Plans / Pre-Task-Plans | Site-specific safety plans, PTPs, huddle sign-ins |
| QC-Checklists | Substrate prep and application QC records |
| Correspondence | Dated letters and emails worth keeping |
| Photos | Named {ProjectID}_{Phase}_{Date}_{Sequence}.jpg, uploaded same day |
| Billing / Lien Waivers / Certified Payroll | Issued invoice PDFs, SOV tracker, waivers, WH-347s |
| Project root | PROJECT_INFO.txt + the log spreadsheets |
Takeaways
- One job, one folder structure, one naming grammar.
- Revision letters mean something.
- Email is not a filing system.
SOPSOP Section 2.15 — Document Filing StandardSOP Section 4.23 — Document Retention