Step 3 - Naming Conventions

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Naming files consistently will save time and effort later

What is a File Name?

File names are names that you create when saving a new file, and which are listed in the directory of a folder.

What is a File Naming Convention?

A File Naming Convention (FNC) is a system for naming your all your files, where the filename includes a description of the contents and the context. This is a system that is best established as early as possible; ideally before collection research data. The FNC is then used each time a new file is created for your research.

Benefits

If implemented early and consistently, a standardised system or convention for naming files can:

  • make file naming easier
  • facilitate access, retrieval and storage of files
  • make it faster to navigate files
  • guard against misplacing or losing files
  • assist with version control
  • identify obsolete or duplicate records
  • avoid backlogs or project delays by presenting a clear and real-time display of the current or completed work.

Develop a plan for your team on how to name files

Your research team should agree on the following elements of a file name prior to data collection:

  • Vocabulary - choose a standard vocabulary for file names, so that everyone uses a common language
  • Punctuation - decide when to use punctuation symbols, capitals and hyphens
  • Dates - agree on a logical use of dates so that they display chronologically i.e. YYYY-MM-DD
  • Order - confirm which element should go first, so that files on the same theme are listed together and can therefore be found easily
  • Numbers - specify the amount of digits that will be used in numbering so that files are listed numerically e.g. 01, 002, etc.

Consider the following recommendations:

  • Capitalise the first letter of every new word with no intervening spaces
    • i.e. PAHospitalAdmissionICU_2010_2020_Raw.csv
  • Keep filenames a reasonable length and keep file name information (metadata) separated using upper and lower case
    • i.e. Image02_PacificOcean_20200621.jpg
  • Use logical order for sequential number with padded zeros
    • i.e. instead of 1,2,3 use 001, 002, 003 or 01, 02, 03
  • For Version numbers consider V1, V2 and multiple versions V1, V2, V2.1 etc.
  • Document your FNC in a ReadMe.txt or other documentation file in main shared project folder. It can be useful for staff orientation.

See this example below which uses:

  • standard date format followed by file topic information separated by underscores _, with words using CapitalCase and ending in the file type.

  • Naming convention: Date_Location_Sensor.filetype

  • Format example: YYYYMMDD_SiteA_SensorB.CSV

  • Applied example: 20220621_MtGravatt_Humidity.CSV

First steps
  • Create an easy naming convention for your data files and documents, using the guidance above.
  • Dates are best stored with YYYYMMDD as files can be re-ordered chronologically.
  • Document your file naming convention in a Readme.txt file and save it with your files.
Intermediate steps

For more file naming options, read and follow Edinburgh University’s simple 13 Rules for file naming conventions.

Advanced steps

Do you have a policy in your team around naming conventions? If not, this is a great way of discussing the priorities of the research data.

Internal Resources

External Resources