File-Naming Tutorial

It is impossible to accurately predict all of the situations in which a file might be used.  Therefore, in the interest of preserving access to digital files, we should choose file name components that are least likely to cause a problem in any environment.  File names should provide context and be easily understood by humans and computers- now and in the future.

Following file-naming practices is an easy way to help you manage, retrieve, reuse, and share your electronic files. Here are some handy hints:

  • Do not use special characters or spaces

    Characters such as / : * ? " < > | [  ] & , . are frequently used for specific tasks in an electronic environment. For instance, a forward slash is used to identify folder levels in Microsoft products, while Mac operating systems use the colon. Using these characters in a file name will result in lost files and/or errors.

    Spaces are frequently translated in a web environment to be read as "%20". This alteration causes confusion in identifying the actual file name. For example:

    File naming tutorial.doc
    appears as
    File%20naming%20tutorial.doc on the Web

    Spaces in file names also cause broken links, since word processing tools like Microsoft Word and email clients like Microsoft Outlook recognize spaces as an opportunity to move to another line.

    A link to
    //Ah1/Intranet/ar/naming conventions
    becomes
    //Ah1/Intranet/ar/naming
    conventions

  • Be brief

    Acceptable file name lengths may differ among operating systems and software. Some systems allow up to 256 characters, while others allow far fewer. Generally, about 25 characters is sufficient to capture enough descriptive information for naming.

  • Include descriptive information

    Although you should be brief, your file name should include necessary descriptive information.

    Incorrect: 0001.tif
    Correct: Williams_Posters_0001.tif

    This is especially important if you keep your electronic files in a series of folders, and routinely copy these files to other folders, download, email, ftp, or otherwise share them. The file name, then, must be sufficiently descriptive to live independent of the folder where the original file lives. For example:

    HolleyCollection_Correspondence_0001.tif
    Williams_Posters_MultiCulturalCenter_0001.tif

    The context provided by file naming is particularly important as it provides authenticity and trustworthiness of the file.

  • Format dates consistently

    You may find it helpful to include a date at the beginning or end of the file name. Either way, it is a useful sorting tool. Just keep your format consistent.

    MM_DD_YYYY
    or
    YYYYMMDD
    or
    MMDDYYYY

  • Include version numbers

    A file frequently has multiple versions. You may decide to include a version number on the documents in order to manage drafts and revisions more easily. One method is to add the letter v- to designate a version number- to the main file name: v01, v02, v03 etc. An exception to this rule is FINAL to indicate the final version of a document. FINAL can be used instead of the version number or in addition.

    FileNamingTutorialv01.doc
    FileNamingTutorialv02.doc
    FileNamingTutorialFINAL.doc

  • Be consistent

    The most important guideline in file naming is to be consistent. If you are a member of an office or group which routinely shares documents, discuss your options and make decisions that work best for the entire group.

Questions? Contact us.

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