File Naming - How-To Follow Best Practices

Owned by Jim Cannon
Last updated: May 24, 2023
2 min read

Best Practices

**SPECIAL NOTE:

New file naming protocol for the University Web CMS requires that all files for upload must be in lower case with no spaces - dashes must be used instead of underscores.  No file may be larger than 250K (for CMS).  For example "Mary_Had_A_Little_Lamb.doc" MUST BE "mary-had-a-little-lamb.doc"

General

  1. Do not use these special characters ~ ! @ # $ % ^ & * ( ) ` ; < > ? , [ ] { } ' " or | when naming folders or files.

    1. Even if the operating system (Mac OS, Windows) accepts it when you make it, do not use them.  They will create problems in processes like Backup.

  2. Avoid extra LONG folder names, large depth, and complex hierarchical structures. (Windows server considers a file name length starting from the drive letter on to the extension)
    1. Do: Z:\prod\qc\asml7-wo-suzuki-l3688-20090725.xls
    2. Don't: Z:\Production\Quality Control\Assembly Line7\Work Orders\Clients\Suzuki Motors\ LOT3688_July-25-2009.xls
       
  3. Do not use spaces. If you need a separator consider:  
    1. Underscores, e.g. file_name.xxx (caveat: see special note above)
    2. Dashes, e.g. file-name.xxx (preferred method if using on web)
       
  4. Try using initial cap case, where the first letter of each word is capitalized, e.g.
    1. FileName.xxx OR 
    2. NeworkAgendaTemplate.docx
       
  5. If using a date in the file name always state the date ‘back to front’ and in this format: YYYY or YYYYMM or YYYYMMDD
     
  6. When using a sequential numbering system, use leading zeros for clarity and to make sure files sort in sequential order.
    For example, use "File001, File002, ... 010, 011 ... 100, 101, etc." instead of "File1, File2, ... 10, 11 ... 100, 101,
     
  7. Combining techiques example:
    1. SciAnalysis_MoabSite-20180327.xlsx instead of "Scientific Analysis from the Moab Site March 3, 2018.xlsx"


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