Big Blue uses a simple file naming convention. It works well for our particular environment.
Teammates are from varying professional backgrounds, so we had varying opinions on good filenames. However, we all agreed that one system is better than several.
Below is our file naming system.
- client name-project name-project type-project asset-version number
- Example: awaj-may-day-campaign-analytics.gdoc
- Example: unicef-oky-design-brand-guidelines-2.pdf
- Example: unicef-oky-design-avatar-ari.png
Risks of poor file naming
Good file naming has several benefits. Bad file naming has several risks.
Reminders of real-life bad experiences are below.
- Files accidentally deleted due to poor filenames or locations
- Wrong files shared in important moments
- Lost time searching due to poor naming and location
- Files not arriving in keyword search results due to poor file naming
- Lost time recreating files due to poor naming and location
Benefits of good file naming
Below are the numerous benefits of good file naming.
- A low-cost method to improve efficiency and save time
- Faster search
- Faster communication among teammates
- Better version control
- Faster project orientations and teammate onboarding
- Proof of order and discipline
Professionals with digital production backgrounds are often good file managers because they deal with huge volumes. These professionals include film editors, audio producers, transcribers, translators, and podcast editors. File management is often required training for their roles.
How we created our system
First: Client name
Our team refers to projects by the name of the client first. Many teams do this. Accordingly, project folder names start with the client name. Our shared online folder system is categorized at the top level by client name.
Second: Project types
Second, we listed the types of projects that we implement.
- Project types: Animation, application, branding, communications strategy, campaign, database, design, film, web
Third: Project asset
Third, we listed all project assets, or file types, that we created.
- Digital project assets: Analytics report, animatic, avatar, blog, case study, character, data visual, factsheet, film, illustration, logo, mood board, music, narration, prototype, roster, schedule, script, site map, slide deck, storyboard, treatment, user story, wireframe
- Project management assets: Brief, client reference, costing sheet, cover letter, expression of interest, invoice, meeting notes, project review, proposal technical, proposal financial, timeline
- Strategy project assets: Audience map, audit, interview, matrix, messages, review, strategy, survey
The client name, project type, and project asset are the three filename components that we need to name any file in our shared folder system. An extended list of example file names is below.
- awaj-may-day-campaign-analytics.gdoc
- awaj-may-day-campaign-analytics-2.pdf
- unicef-oky-animation-storyboards-1.pdf
- unicef-oky-animation-narration-female-uk.mp3
- unicef-oky-design-brand-guidelines-2.pdf
- unicef-oky-design-avatar-ari.png
- unicef-oky-design-avatar-ari-gif
- uncdf-challenge-animation-script-2.docx
- uncdf-i3-design-customer-insights-report.pdf
- uncdf-i3-design-customer-insights-report.gif
- uncdf-i3-design-customer-insights-report-data-visual-1.png
- uncdf-i3-design-customer-insights-report-data-visual-2.png
- uncdf-i3-design-customer-insights-report-data-visual-3.png
Every project file should have a predetermined file name. If all teammates can individually create the same name for that file, we know the system works.
How our system works for us
No system is perfect. Ours blends our perspectives on accessibility, variations in language ability, and efficient workflow. We want a system that anyone, anywhere can understand.
- Our system enables us to determine the right filename, write it fast, create file copies easily, and search later
- Lower-case letters help us write fast with minimal formatting
- We use hyphens as spacers
- We do not use capitals, underscores, or spaces
- We do not write dates into filenames
- Previously, we referred to different file versions with v1, v2, V1, 1.1, etc., but this may create too much variation and also potential confusion with other teammates
Filename recommendations
- Remember: Great folder structure beats great filenames
- A partially used system is better than no system
- No special characters like \ / : * ? ” < > | [ ] & $ , . because these have specific uses
- Do not use non-English characters such as á, è, í, õ
- Hyphens are preferable to spaces, underscores, and periods, as these can create errors and misinterpretations in an online environment
- If dates are used, consider YYYYMMDD or YYMMDD so that files are chronologically ordered
- Consider leading zeroes to ensure sequential ordering, such as 001, 002, 011, 012 instead of 1, 2, 3, 11, 12, 13