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File Naming Conventions

A good filename is one that is clear, concise, and descriptive, allowing for easy identification and retrieval of the file. It should be meaningful to both the creator and anyone else who might need to access the file. Finally, it should work with most operating systems and applications.

Key characteristics of a good filename:

  • Meaningful and Descriptive: The filename should clearly indicate the file's content or purpose.
  • Consistent: Establish a naming convention and stick to it across all files.
  • Concise: Keep the filename as short as possible while still conveying the necessary information.
  • Unique: Each file should have a unique name within its directory.
  • Avoid Spaces and Special Characters: Use underscores (_) or hyphens (-) instead of spaces as a lot of programs still do not like them (looking at you ArcGIS). Avoid characters such as &, $, and # that may have special meaning or may not appear on all keyboards. Same with using special characters from your native language.
  • Include Dates and/or Version Numbers: For dates, use the ISO 8601 date format (YYYYMMDD) for consistency. If using version numbers pad the start of the number with at least one zero (e.g., VER01, VER02) then the list will still sort correctly when you get to version 10.
  • Document the Convention: Create a document outlining the file naming conventions used for easy reference. This is especially important if working on a project with a lot of collaborators, or that will get passed down to new contributors in the future.

Example filename

Instead of a filename like "document1.docx", a better filename might be "ProjectName_Report_v02_20240712.docx". This filename includes: Project name (ProjectName), Content type (Report), Version number (v02), and Date (20240712).

Video of 3-step naming formula

This video How to name your files (Easy 3-Step Formula) introduces a simple file naming formula that follows many of the identified key characteristics. It also helpfully demonstrates why the formula works to keep you better organized.