{"id":113,"date":"2022-05-12T10:00:00","date_gmt":"2022-05-12T10:00:00","guid":{"rendered":"http:\/\/www.big-sandbox.uk\/kb\/?p=113"},"modified":"2023-09-22T14:08:28","modified_gmt":"2023-09-22T14:08:28","slug":"113","status":"publish","type":"post","link":"https:\/\/bigbluecomms.com\/kb\/113\/","title":{"rendered":"&#8220;Where is it?&#8221; Good filenaming improves search and efficiency"},"content":{"rendered":"\n<p>Big Blue uses a simple file naming convention. It works well for our particular environment.<\/p>\n\n\n\n<p>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.<\/p>\n\n\n\n<p>Below is our file naming system.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>client name-project name-project type-project asset-version number<\/li>\n\n\n\n<li>Example: awaj-may-day-campaign-analytics.gdoc<\/li>\n\n\n\n<li>Example: unicef-oky-design-brand-guidelines-2.pdf<\/li>\n\n\n\n<li>Example: unicef-oky-design-avatar-ari.png<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading has-large-font-size\"><strong>Risks of poor file naming<\/strong><\/h2>\n\n\n\n<p>Good file naming has several benefits. Bad file naming has several risks.<\/p>\n\n\n\n<p>Reminders of real-life bad experiences are below.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Files accidentally deleted due to poor filenames or locations<\/li>\n\n\n\n<li>Wrong files shared in important moments<\/li>\n\n\n\n<li>Lost time <strong>searching<\/strong> due to poor naming and location<\/li>\n\n\n\n<li>Files not arriving in keyword search results due to poor file naming<\/li>\n\n\n\n<li>Lost time <strong>recreating<\/strong> files due to poor naming and location<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading has-large-font-size\"><strong>Benefits of good file naming<\/strong><\/h2>\n\n\n\n<p>Below are the numerous benefits of good file naming.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>A low-cost method to improve efficiency and save time<\/li>\n\n\n\n<li>Faster search<\/li>\n\n\n\n<li>Faster communication among teammates<\/li>\n\n\n\n<li>Better version control<\/li>\n\n\n\n<li>Faster project orientations and teammate onboarding<\/li>\n\n\n\n<li>Proof of order and discipline<\/li>\n<\/ol>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>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.<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading has-large-font-size\"><strong>How we created our system<\/strong><\/h2>\n\n\n\n<h3 class=\"wp-block-heading has-large-font-size\"><strong>First: Client name<\/strong><\/h3>\n\n\n\n<p>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.<\/p>\n\n\n\n<h3 class=\"wp-block-heading has-large-font-size\"><strong>Second: Project types<\/strong><\/h3>\n\n\n\n<p>Second, we listed the types of projects that we implement.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Project types<\/strong>: Animation, application, branding, communications strategy, campaign, database, design, film, web<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading has-large-font-size\"><strong>Third: Project asset<\/strong><\/h3>\n\n\n\n<p>Third, we listed all project assets, or file types, that we created.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Digital project assets<\/strong>: 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<\/li>\n\n\n\n<li><strong>Project management assets<\/strong>: Brief, client reference, costing sheet, cover letter, expression of interest, invoice, meeting notes, project review, proposal technical, proposal financial, timeline<\/li>\n\n\n\n<li><strong>Strategy project assets<\/strong>: Audience map, audit, interview, matrix, messages, review, strategy, survey<\/li>\n<\/ul>\n\n\n\n<p>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.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>awaj-may-day-campaign-analytics.gdoc<\/li>\n\n\n\n<li>awaj-may-day-campaign-analytics-2.pdf<\/li>\n\n\n\n<li>unicef-oky-animation-storyboards-1.pdf<\/li>\n\n\n\n<li>unicef-oky-animation-narration-female-uk.mp3<\/li>\n\n\n\n<li>unicef-oky-design-brand-guidelines-2.pdf<\/li>\n\n\n\n<li>unicef-oky-design-avatar-ari.png<\/li>\n\n\n\n<li>unicef-oky-design-avatar-ari-gif<\/li>\n\n\n\n<li>uncdf-challenge-animation-script-2.docx<\/li>\n\n\n\n<li>uncdf-i3-design-customer-insights-report.pdf<\/li>\n\n\n\n<li>uncdf-i3-design-customer-insights-report.gif<\/li>\n\n\n\n<li>uncdf-i3-design-customer-insights-report-data-visual-1.png<\/li>\n\n\n\n<li>uncdf-i3-design-customer-insights-report-data-visual-2.png<\/li>\n\n\n\n<li>uncdf-i3-design-customer-insights-report-data-visual-3.png<\/li>\n<\/ul>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>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.<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading has-large-font-size\"><strong>How our system works for us<\/strong><\/h2>\n\n\n\n<p>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.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Our system enables us to determine the right filename, write it fast, create file copies easily, and search later<\/li>\n\n\n\n<li>Lower-case letters help us write fast with minimal formatting<\/li>\n\n\n\n<li>We use hyphens as spacers<\/li>\n\n\n\n<li>We do not use capitals, underscores, or spaces<\/li>\n\n\n\n<li>We do not write dates into filenames<\/li>\n\n\n\n<li>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<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading has-large-font-size\"><strong>Filename recommendations<\/strong><\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Remember: Great folder structure beats great filenames<\/li>\n\n\n\n<li>A partially used system is better than no system<\/li>\n\n\n\n<li>No special characters like \\ \/ : * ? &#8221; &lt; &gt; | [ ] &amp; $ , . because these have specific uses<\/li>\n\n\n\n<li>Do not use non-English characters such as \u00e1, \u00e8, \u00ed, \u00f5<\/li>\n\n\n\n<li>Hyphens are preferable to spaces, underscores, and periods, as these can create errors and misinterpretations in an online environment<\/li>\n\n\n\n<li>If dates are used, consider YYYYMMDD or YYMMDD so that files are chronologically ordered<\/li>\n\n\n\n<li>Consider leading<strong> <\/strong>zeroes to ensure sequential ordering, such as <strong>001, 002, 011, 012<\/strong> instead of <strong>1, 2, 3, 11, 12, 13<\/strong><\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>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. Risks of poor file naming Good file naming has [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":221,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[],"class_list":["post-113","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorized"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.9 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>&quot;Where is it?&quot; Good filenaming improves search and efficiency - Home<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/bigbluecomms.com\/kb\/113\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"&quot;Where is it?&quot; Good filenaming improves search and efficiency - Home\" \/>\n<meta property=\"og:description\" content=\"Big Blue uses a simple file naming convention. 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