We use a shared EndNote library for the in-line citations and compiling the literature in pharmaceutical regulatory submissions, as sometimes we have to provide the PDFs to the receiving health authority. For the submissions we use a software called CARA, which is basically a document versioning manager which allows sorting documents and references in the places where the reader would expect it.
We have the problem that, as the number of references increases, it is becoming more difficult to make sure that the correct EndNote reference, and therefore the PDF file is also saved in this CARA document manager. We are thinking about setting rules from the PDF Auto Renaming Options; Author and year and maybe title would suffice but only for scientific articles, but sometimes we also include patents, industry position paper, etc. and here sometimes the metadata is more sketchy.
My question is, what can we use, as a PDF file name, that we can import into the document manager with said name and is human readable and unique enough?
It seems that record numbers are not a unique identifier in a shared library. DOI would be an option, but we would find very difficult for a human to corroborate it, and it does not apply to gray literature. I would appreciate any suggestion/idea on this field.
Kind regards.