BLQ.

IT & File Management

Standard Operating Procedures for naming, storing, and communicating.

The BLQ Naming Convention

To keep our workflow seamless, every file created must follow this exact structure before being saved or shared:

File Naming Formula:

[ClientName]_[Project/Campaign]_[AssetType]_[Date]_[Version]

Examples:

MyMart_AprilCampaign_SocialStatic_23Mar_v1.png

DGO_BrandBook_LogoExploration_23Mar_v3.ai

GazzabkoPiro_Taglines_Doc_23Mar_Final.pdf

The Golden Rule:Never use the word "Final" until the client has explicitly approved it in writing. Stick to v1, v2, etc., until then.

Folder Structure (Max 3 Layers):

To prevent lost files and broken links, folder depth is strictly limited to 3 layers.

L1: [Client Name]

↳ L2: [Year]_[Month]_[Campaign/Project Name]

↳ L3: [Working Files] / [Exports] / [Assets]

Use a 3-letter month (Jan, Feb, Mar …) so folders sort chronologically when listed alphabetically.

Example Structure:

📁 MyMart

📁 2026_Oct_DashainCampaign

📁 Working_Files (PSDs, AEPs, PRPRJs)

📁 Exports (MP4s, PNGs, PDFs)

📁 Assets (Raw footage, fonts, logos)

Microsoft 365 & File Sharing Protocol

We are fully operational on our new Microsoft 365 plan, which handles our emails, Teams communication, and light document sharing (Word, Excel, PowerPoint). However, we have a strict dual-system workflow:

For Comms & Light Files

Use Teams and OneDrive/SharePoint for quick sharing, collaborative drafting, and internal chats.

Mandatory Access Rule:Every folder created on OneDrive must be shared with your respective Head of Department (HOD).
  • HR Team: Share with HR Head
  • Design & Content: Share with Creative Head & Strategic Director
  • Accounts: Share with Account Director

For Heavy Assets & Backups

Because cloud storage has failed us multiple times in the past, all heavy working files, video projects, and final assets must be saved and backed up to a designated external hard drive. (Note: We will be deploying a centralized NAS server soon.)

Do not leave massive design files sitting only on your local machine or solely on OneDrive. The external hard drive is our current single source of truth.

Email Etiquette (The "Don'ts")

Strict rules regarding the use of the new BLQ Microsoft 365 email addresses to maintain security and professionalism:

  • 01

    Don't use BLQ emails for personal sign-ups. No Netflix, Spotify, or personal social media accounts. Keep it strictly professional.

  • 02

    Don't alter the official signature. Do not add custom quotes, different fonts, or unauthorized logos to your email signature.

  • 03

    Don't use "Reply All" blindly. Only include stakeholders who absolutely need to be in the loop to reduce inbox clutter.

  • 04

    Don't send heavy attachments via email. Use OneDrive links or NAS server links for files larger than 10MB. Do not clog the mail server.