There are many ways that a business can name their digital files. Obviously, some ways are easier than others. Before deciding, you will need to consider what will be best for your business, regarding file naming conventions.
Once you have decided the type of format to use, you need to follow that all the time to avoid confusion.
In this blog article, the following topics will be discussed:
- What actually is a file naming convention
- The benefits of having a file naming system
- Some ways you can name your files
What is a file naming convention
A file naming convention is a structured way in which someone can name their files. This way, the name of the file describes what they will contain and how they can connect to others in the business.
To create a system that is easy to follow, you need to identify the key areas in a project. These should be the most important/main parts within the file. For example, lets say you have a file about what lions eat as part of their daily diet. The key element could be the animal itself. However, it could also be the diets of animals. It is really up to you and what your business is about.
Furthermore, another aspect you need to consider include similarities and differences between the files your working with. This way, you can simply separate files based on how alike or contrasting they are to each other.
Going through naming all of your files will take some time and effort initially. However, once completed, will help you tremendously in the future.
The benefits of having a file naming system
There is a reason so many people use file naming conventions. They help you to stay organized and you can identify all of you files very quickly.
Employers and employees are able to find the files they need to work with efficiently, avoiding any confusion. Navigating through your work effortlessly will make collaborative work so much easier.
Before you start to collect files, it is best to think of a naming convention before. This ensures that content will not be misplaced. On the other hand, if you already have some data, it could be beneficial to go back and change the names. This was, the files then fit into your naming structure.
Some ways you can name your files
There is no perfect and proper way to name your files. It depends solely on how you want to work.
Following some basic steps can get you started initially, of which you can then edit based on your preferences.
Some simple things you can start with:
- Make sure your files are not too long – keep them short and relevant.
- Ensure everyone in the business uses this system and applies it properly
- Start naming conventions with general information and then end with details.
An example of a common way businesses name their files is by dates. Dates should be organized like ‘yyyy-mm-dd’. After the date, you could add the clients name, or the project name.
Then, you could include the version of the document you are working with or the person who is in charge of the file. Include whatever is relevant for you, but keep it the same each time you do it.
Overall, having a file naming convention could save a lot of time and effort for your business in the long run, even if this is not initially.
Do some proper research into the depths of your business and see what could potentially work best for you. Once you’ve figured out an approach, stick to it.
Let me know how you get on, and visit our YouTube channel to see a video on this.