Adam Pode's Blog
Probably the best file naming convention ever
With the increasing use of systems such as SharePoint that encourage collaborative working, it is important that folders, documents and records are named in a consistent and logical manner so they can be located, identified and retrieved as quickly and easily as possible. The naming convention below is based on the work of Anne Thompson of the University of Edinburgh, however any errors are mine.
DO
1. Use capital letters to delimit words, not spaces.
Correct | Incorrect | |
File name |
RiskManagement RPODirectory |
Risk_management Risk management RPO_Directory Recruitment Process Outsourcing Directory |
Explanation | Underscores and Spaces may make it harder to find a file. Removing them reduces the length of the file name, but by using capital letters to differentiate between the words the file name is still readily recognisable. Where capitalised acronyms are used in file names, the acronym should appear in capitals and the first letter of the following word should also be capitalised. |
2. Keep file names short, but meaningful.
Correct | Incorrect | |
File name | 2015GlobalMarketShare | The_2015_Staffing_and_Talent_Engagement_Global_market_ share_report |
Explanation | Long file names mean long file paths and long URLs which increase the likelihood of error, are more difficult to remember and recognise. Some words add length to a file name but do not contribute towards the meaning, for example words like “the”, “a”, and “and”. Where the remaining file name is still meaningful within the context of the file directory these elements can be removed. |
3. If using a date in the file name always state the date ‘back to front’ and in this format: YYYY or YYYYMM or YYYYMMDD
Correct | Incorrect | |
File name |
20150201Agenda 201502Agenda 2015Agenda |
1Feb2015Agenda 2015Agenda Feb2015Agenda |
Explanation | Giving the dates back to front means that the chronological order of the records is maintained when the file names are listed in the file directory. This helps when trying to retrieve the latest dated record. |
4. Order the elements in a file name in the most appropriate way to retrieve the record.
Correct | Incorrect | |
File name |
/…/Cttee/20140630Agenda Or /…/Events/Webinar20140630 |
/…/Cttee/Agenda30March2014 Or /Events/30062014Webinar |
Explanation | The elements to be included in a file name should be ordered according to the way in which the record will be retrieved during the course of every day business. For example, if the records are retrieved according to their date, the date element should appear first. If the records are retrieved according to their description, the description element should appear first. |
5. When including a number in a file name always give it as a two-digit number rather than one.
Correct | Incorrect | |
File name |
OfficeProceduresV01 OfficeProceduresV02 OfficeProceduresV03 OfficeProceduresV04 OfficeProceduresV05 OfficeProceduresV06 OfficeProceduresV07 OfficeProceduresV08 OfficeProceduresV09 OfficeProceduresV10 OfficeProceduresV11 (Ordered alphanumerically as the files would be in the directory list) |
OfficeProceduresV1 OfficeProceduresV10 OfficeProceduresV11 OfficeProceduresV2 OfficeProceduresV3 OfficeProceduresV4 OfficeProceduresV5 OfficeProceduresV6 OfficeProceduresV7 OfficeProceduresV8 OfficeProceduresV9 (Ordered alphanumerically as the files would be in the directory list) |
Explanation | To maintain the numeric order when file names include numbers it is important to include the zero for numbers 0-9. This helps to retrieve the latest record number. i.e. 01, 02 … 99, unless it is a year or another number with more than two digits. |
6. Where a version number is applicable, it should always appear in the file name of the record so that the most recent version can be easily identified and retrieved.
Correct | Incorrect | |
File name |
2014RPOInsightV3draft 2014RPOInsightFinal OrgHier2014V02.xls OrgHier2014V03.xls OrgHier2014Final.xls |
RPO_Insight_2 March_2014 RPO_ Insight _15_March_2014 Org_Hier_2014_v2.xls Org_Hier_2014_v3.xls Org_Hier_2014_v4.xls |
Explanation | Some records go through a number of versions, which may then be reviewed and updated at a later date. It is important to be able to differentiate between these various drafts and the final version by giving them each their own number and designation. |
7. Use meaningful folder names
Correct | Incorrect | |
File name |
Europe/Hungary/ Companes/Adecco/Accounts |
Noel/ Misc/ |
Explanation | Folder names should indicate the folder’s contents and reflect the functions, activities and transactions that you carry out. Avoid using team names as the basis for folder names as your organisational structure may change; and, vauge names like Misc. |
DON'T
A. Even if your operating system allows you, don't save files containing these characters * : \ / < > | " ? [ ] ; = + & £ $ . You may encounter difficulties searching for or opening them so they are best avoided.
B. Don't use initials, abbreviations and codes that are not commonly understood.
C. Avoid using common words such as ‘draft’ or ‘letter’ at the start of file names, unless doing so will make it easier to retrieve the record.
D. Avoid unnecessary repetition and redundancy in file names and file paths.
To read more about Records management I suggest you have a look at the University of Edinburgh pages.
Lastly, you can use these file naming applications if you need to rename many files:
- Bulk Rename Utility (Windows)
- Renamer (Mac)
- PSRenamer
As ever good luck and please use the section below if you have for comments,criticism or suggestions.