File Naming Standards - Notes (Pode, Staffing Industry Analysts)

 Pode, A. (2014, December 21). Probably the best file naming convention ever. Staffing Industry Analysts. https://www2.staffingindustry.com/eng/Editorial/Archived-Blog-Posts/Adam-Pode-s-Blog/Probably-the-best-file-naming-convention-ever


Again, Sharepoint focus 

based on work by Anne Thompson, U of Edinburgh

7 recommendations 

File name? 

  1. File name lettering? 
    1. use Capital letters / not spaces 
    2. do not use underscores or dashes i.e. 450Agenda vs 450_Agenda
    3. rationale? removing underscores shortens file name, use of capitals differentiates words in file name 
  2. File name length? Short is the word
    1. Keep files names short, but meaningful   i.e. 450AgendaMidterm vs 450AgendaonUpcomingMidterm
  3. File name date? Back to front
    1. start back to front (year, month, day) i.e. 20210314450AgendaMidterm   vs  14Mar2021450AgendaMidterm
    2. helps with cataloguing and finding files by date
  4. File name elements? 
    1. Order the elements in the same way that they are likely to be searched   i.e. 450/agenda/20210314450AgendaMidterm  vs   450/agenda/Agenda20210314450Midterm
  5. File Number? 
    1. Use at least 2 digits .. not 1 digit  i.e. 450/agenda/20210314450AgendaMidtermV01  vs 450/agenda/Agenda20210314450MidtermV1 
  6. File Version numbers? 
    1. Include it in file name - consistently    i.e. 450/agenda/Agenda20210314450MidtermV01.doc   vs  450/agenda/Agenda20210314450Midterm_V1.doc
  7.   Folders? 
    1. Use meaningful names (reflect the functions, activities and transactions
    2. avoid using team names as folder names (teams may change)


4 DON'Ts 

  1. Do not use special characters (* : \ / < > | ")
    1. complicates searching  
  2. Do not use initials, codes and /or abbreviations 
    1. may not be commonly understood 
  3. do not use common words 
    1. i.e. draft or letter unless they help with retrieval 
  4. do not repeat file words in file names or paths
    1. invites confusion 


Tools 

file naming tools - batch file renaming apps that allow you to rename lots of files quickly and conveniently.


Location: Muscat, Oman

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