The following recommendations can help your research group design a simple and consistent system for naming project files.
File and folder names should (be):
Unique |
Avoid duplicate names to make files easier to find. |
Descriptive |
Name folders based on major functions or activities. Name files based on content.
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Short |
Individual names should not exceed 31 characters (this was a limit on earlier file systems that can still be problematic if a program contains older code).
The total file path should not exceed 256 characters (e.g. TopLevelFolder\Subfolder\SubSubFolder\FileName.xxx).
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Contain only letters (A through Z) and numbers (0 through 9)
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To make names more readable, you can use:
- underscores* (e.g. file_name.xxx)
- hyphens* (e.g. file-name.xxx)
- CamelCase** (e.g. FileName.xxx)
*Avoid putting underscores or hyphens at the beginning or end of your file names.
**Note that some operating system do not recognize capital letters.
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Avoid using blank spaces or special characters (such as < > : " / \ | ? * & # @ { } = +) |
This will ensure compatibility with a wide range of operating systems and make files easier to work with in the command line (for example, if you need to write/use a script to import files into a database). |
Include dates as needed |
Include a date if you want that date to be permanently associated with the file (the "date created" field applied by the computer will be reset if the file is transferred to another computer or drive).
Format dates according to the ISO 8601 standard:
- YYYY-MM-DD (e.g. May 4th, 2011 would become 2014-05-04)
- The hyphens can be omitted to save space (e.g. 20140504)
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Include version information as needed |
Keep track of the version by listing a version number or a date at the end of the file name. It's also helpful to indicate which version is the final version of the file, e.g.:
- Version 1: file_name_v01.docx OR file-name-2014-03-04.docx
- Version 2: file_name_v02.docx OR file-name-2014-04-15.docx
- Final Version: file_name_FINAL.docx OR file-name-FINAL.docx
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