By Marilo Meta
August 16, 2018
A File Naming Convention (FNC) is a framework for naming your files in a way that describes what they contain and how they relate to other files. Developing an FNC is done by identifying the key elements of the project, the important differences, and commonalities between your files.
Files without employing a naming convention:
- Test_data_2013
- Project_Data
- Design for project.doc
- Lab_work_Eric
- Second_test
- Meeting Notes Oct 23
Files with a naming convention:
- 20130503_DOEProject_DesignDocument_Smith_v2-01.docx
- 20130709_DOEProject_MasterData_Jones_v1-00.xlsx
- 20130825_DOEProject_Ex1Test1_Data_Gonzalez_v3-03.xlsx
- 20130825_DOEProject_Ex1Test1_Documentation_Gonzalez_v3-03.xlsx
- 20131002_DOEProject_Ex1Test2_Data_Gonzalez_v1-01.xlsx
- 20141023_DOEProject_ProjectMeetingNotes_Kramer_v1-00.docx
The files with a naming convention provide a preview of the content, are organized in a logical way (by date yyyy-mm-dd) identify the responsible party and convey the work history, unlike the files without a naming convention.
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. | |
8. When including a personal name in a file name give the family name first followed by the initials.
When it is appropriate to include a personal name it should be given as family name first followed by initials as it is most likely that the record will be retrieved according to the family name of the individual.
| Correct | Incorrect | |
| File name | BrownSR20041201.rtf
|
SamRBrown20041201.rtf |
| Explanation | This is a letter to Mr Samuel R Brown. By putting the family name first, the file directory will display this file next to the b’s, which is where you would expect to find a letter to Mr Brown. | |
9. Avoid using non-alphanumeric characters in file names.
Avoid: * : \ / < > | ” ? [ ] ; = + & £ $ , .
However, hyphens (-) may be used.
| Correct | Incorrect | |
| File name | SmithJohn20070507.txt
DavidLaingCollection.rtf GuidelinesAndRegulations.pdf Budget2006-2007
|
Smith,John20070507.txt
“DavidLaingCollection”.rtf Guidelines&Regulations.pdf Budget2006/07 |
| Explanation | Most non alphanumeric characters can be omitted without much loss of meaning, e.g. commas and quotation marks. Others can be replaced with alphanumeric characters, e.g. “&” and “+” can be replaced with “And” and “Plus”. Hyphens can be used in place of forward slashes and brackets. | |
10. The version number of a record should be indicated in its file name by the inclusion of ‘V’ followed the version number and, where applicable, ‘Draft’ or ‘Final’.
Some records go through a number of versions. For example they start out as working drafts, become consultation drafts and finish with a final draft, which may then be reviewed and updated at a later date. It is important to be able to differentiate between these various drafts by giving them each their own number.
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 | IEAM2003-2004V03Draft.htm
IEAM2003-2004V04Final.htm OrgHier2002V02.xls OrgHier2002V03.xls OrgHier2002V04.xls
|
Iemodel0304_draftv3.htm
Iemodle0304_finalv4htm Org_Hier_2002_v2.xls Org_Hier_2002_v3.xls Org_Hier_2002_v4.xls |
| Explanation | The first 2 (two) examples shows two versions of the income and expenditure attribution model for 2003-2004. Version 3 is a draft version and version 4 is the final version. The common abbreviation for the model is used. The covering years are given in four-digit format. The version number is given with two digits so that the versions will appear in numeric order.
The last 3 examples shows a number of versions of the organisational hierarchy for 2002. None of the versions are marked as draft or final because the nature of the record means that ‘these labels are not applicable |
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