Create one simple convention
Choose a project and revision naming system that the team can apply consistently. Avoid a chain of names such as final-new-final that depends on memory. Include the document identity and a controlled revision where appropriate, and maintain a short change record. The convention should be understandable to suppliers as well as people working inside the design folder.
Separate release from experiment
Keep exploratory copies distinct from released files. Record which version was shared, when and for what purpose. Do not overwrite evidence of an earlier decision merely to make the folder look tidy. When a change occurs, identify whether recipients must replace an existing file. A traceable revision system makes it easier to investigate a mismatch without attributing it to the wrong design.
A practical review checklist
- Use one naming convention.
- Keep experiments separate.
- Record the shared version.
Further reading
General design-planning material. Actual specifications, machine operation and safety decisions require suitable qualified expertise.