Short answerUse descriptive names with topic and date, one topic per file, a title and summary at the top, and a change log. Clear structure helps retrieval and makes updates safe.
Naming
topic-subtopic-YYYY-MM.ext refund-policy-2026-10.pdf pricing-plans-2026-10.pdf onboarding-steps-v2.docx
- Avoid names like final-v3-new.pdf.
- Put the date in the name or the first line so you can spot stale files.
Inside each file
- Title on the first line.
- One-sentence summary.
- Short sections with headings; each section should make sense alone.
- An owner and last-reviewed date.
Maintenance
- Keep a simple log: file, change, date, who.
- Replace, do not stack, old versions.
- Re-run test questions after every change: prompt library.
Related: splitting large files and knowledge base migration.
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