A File Naming Convention That Works
Why should you use a file naming convention?
- Standardisation means ease of scanning through the screen
- Searching for all or part of a file name on a PC or Mac is much quicker than searching the entire contents of a folder's documents
- File duplication is reduced and the latest version of your files is easily distinguishable
Sample file naming convention:
yyyymmdd_Topic_Description.extension
20110108_BrightBank_Statement.pdf
20110109_Club_MeetingMinutes.docx
20110109_JazzQuartet_Schedule.xlsx
20110110_BrightBank_Notice.pdf
Make it happen. Now? Yes, now!
(1) Create a temporary file storage area
You may want to start a new folder on your desktop called ‘New Files' or something to that effect for any new downloads from websites, your email or from files passed to you on a USB drive that you need to rename before dragging to the appropriate folder. In addition, some folks like to start fresh by storing all old files in an ‘Archive' folder for gradual renaming, leaving the ‘Documents folder shiny and clean for the new system.
(2) Use an underscore (‘_') to separate your filename
Our brains are easily adaptable to patterns, but scanning your files will be a lot easier if you put a gap between key information. Using an underscore prevents the file name from getting cut off when uploaded to the Internet or sent across a shared server.
(3) Use the date to start off each filename
Regardless of whether you use a mm/dd or dd/mm format in daily use, both Windows and Mac users alike will find that a mm/dd format allows for their files to be stored in chronological order. For fixed items, such as bank statements, you can use the date found on the document. For ongoing files, such as client notes, choose the date that you created the file as a benchmark.
(4) Use a topic and description to identify the file
A good file name should list the topic first, such as the bank, interest group, client or person's name the file references. Secondly, a brief description like statement, notes, draft, or worksheet should allow you to further identify the file. Remember, the date will differentiate those repeating topic / description combinations, so don't worry about using ‘BankName_Statement' to identify all those archived savings account statements you've scanned or downloaded.
(5) Add a version number
In the event that you or someone else will be making changes to an ongoing document, adding ‘_1' after the description and before the extension is a handy way to keep track. Should you anticipate more than ten changes, adding ‘_01' is a safer bet. Some savvy file namers even like to add ‘_v01' to make it clear to others that you are noting the version number. It's up to you!
(6) Keep the maximum number of characters to 40
Both Windows and Mac operating systems accept up to 255 characters, but 40 is what's comfortable on most screens without changing the window size.
Keep the magic happening.
Before you drag any file to its respective to its designated home, rename it. If you're starting fresh, it will be blatantly obvious which files you haven't renamed. Since our brains thrive on patterns, you'll naturally feel compelled to comply with your new system after a few days of use. Last but not least, be consistent - once you create a system that works for you, stick with it and reap the benefits. Good luck!
Questions and Answers
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