When implementing the system, you'll need to consider how you will train your staff. A memo is fine, but better is a briefing paper or possibly a slide show illustrating how the new system works. You may find it necessary to explain to the staff why the changes are important and how it will make things more secure and improve everyone's understanding of file status and relationsips and revision level. You need to explain the new system because people tend to resist and question change; explaining it to people is a show of respect.
Mostly, you'll need to get your intermediate supervisors and coordinators fully committed to the changes and get them to understand it is part of their job description to knoow and enforce naming conventions.
Here's an outline of this series
10 Rules To File By
1.Let it Speak (Make it meaningful)
2.Make it Short
3.Keep it Simple
4.Avoid Special Characters and Control PunctuationUse command-line compatible punctuationAvoid SpacesTwo periods maximumThe hypen – if you dareUse postScript NotationSpecial Emphasis
5.Protect Sort OrderMaintain ChronologyVariations and Passes after take or version
6.Rendered Files Must Refer to Their Script
7.There can be only ONE revision 1Call Composited Shots "takes"Put Modifiers After Revision NumberTie Render Passes To A RevisionUse Takes and Versions TogetherMake sure your revision modifier policy is understoodUse Codes and Punctuation Sparingly
9.Use Project IdentifiersSeparate internal or external workClient company and sometimes division or departmentProject: film, show, series, campaign,Sub-project: TV episode, spot or reel number.
10.Include extra dataArtist NamesVariation vs Option DescriptionsRights Managed FilesCamera Angle