That's a great question,

It sounds like your on the right track. I've found it to be incredably helpful to have a published specification for how you expect media to be delivered to you. However, there are a few things to be aware of when you do that.

Think about what information you need before you commit anything to a spec. Decide if you need information like "Project" or "Client" and how you want that information delivered to you. For instance, should everything be placed into a folder named the same as the "Project", if so who will provide the production group with that information. Often the same project will have a few different names so it's important to make sure everyone is naming things the way you want them named.

Next, make sure that the camera original folder structure is maintained during the copy, a format like P2 is very sensitive when it comes to folder structure so it's important to note that in whatever spec document you produce. You should keep this in mind when laying out your spec, make sure that whatever you define it won't cause the camera original data to be moved from it's camera native layout.

I would link about laying out your data like this:

{Project}-{Date}-{Roll}-{Camera Data}

so

{TechMediaPlanet}-{01_01_2011}-{Roll_01}-{Camera Data}, as an example.

Hopefully this gives you some ideas, a great way to keep your data structured inside of your group is to let people know how you want it to come in.