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File Naming Conventions

A file naming convention is a standardized approach to naming digital files in a way that reflects their content, context, and version. Effective naming conventions make files easy to find, sort, and share—especially in collaborative environments where clarity and consistency are essential.

Poorly named files can create confusion, slow down workflows, and make version tracking a nightmare. A good file name, on the other hand, tells you exactly what the file is without needing to open it.

Why It Matters
  • Efficiency: Well-named files reduce the time spent searching.
  • Clarity: File names act as mini-descriptions.
  • Consistency: Keeps teams aligned, especially when sharing files.
  • Version control: Makes it easy to track progress and changes.
  • Compatibility: Avoids issues with file systems or software that reject special characters.​​
Example Comparison

Without a Naming Convention :

  • final.docx

  • notes_new2.doc

  • projectdataLAST.xlsx

  • Untitled1.ppt

  • 2023stuff.docx​

​

With a Naming Convention :

  • 20240410_MobileApp_UserResearchSummary_Lin_v1-00.docx

  • 20240327_EcomRevamp_HomepageWireframe_Lee_v2-03.fig

  • 20240401_QuarterlyReport_FinanceDept_Chen_v3-01.xlsx

  • 20240315_GameProject_LevelDesign_Ando_v1-02.pptx

  • 20240410_PortfolioReview_Notes_MentorshipCall_Sam_v1-00.txt

Core Principles & Tips

  • Be Information-Rich, Not Verbose.

    • Do:
      20240401_WebsiteRedesign_UIFlow_Jordan_v2-01.fig

    • Don't:
      redesignfig_final_new2.fig

    • Why:
      A well-structured name saves time and keeps your files context-aware.

  • Use Consistent Delimiters, Use underscores _ to separate major components, and hyphens - within components.

    • Do:
      20240310_PortfolioUpdate_CoverPageDesign_v1-00.psd

    • Don't:
      March 10 Portfolio Update - Cover Page Final.psd

    • Why:
      Underscores improve readability and compatibility with most systems and tools.

  • Include Dates in YYYYMMDD Format.

    • Do:
      20240410_ContentStrategy_Outline_Ava_v1-01.docx

    • Don't:
      April10Outline.docx or 10-04-2024_Content.docx

    • Why:
      This format ensures proper chronological sorting across all platforms.

  • Start with Broad, Then Go Specific, Order elements from general to specific: Date_Project_Content_Creator_Version.

    • Example:
      20240410_EducationalApp_OnboardingFlow_Kai_v2-00.sketch

    • Why:
      This mimics how we search and file info mentally.

  • Track Versions Properly, Use a two-part system: vX-YY, where X is the major version and YY is the minor (e.g., draft revisions).

    • Do:
      v1-00 → First stable version
      v2-01 → Second version, first revision

    • Don't:
      vFinal, finalfinal2, newestversion_thisone.docx

    • Why:
      Keeps sorting clean and your version history accurate.

  • Avoid Problem Characters, Avoid spaces, symbols, and special characters like ! @ # $ % & which can cause errors or incompatibility.​

  • Add Names for Ownership, Include your name or initials for files that are part of a team project.

    • Example:
      20240401_TeamPresentation_Draft_JM_v1-00.pptx

  • Prefix with Context if Shared Outside, If you're sending a file via email or moving it outside its original folder, add the project/folder prefix.

    • Do:
      DesignDoc_20240410_MobileApp_UI_Kai_v1-00.pdf

    • Don't:
      UI_v1.pdf

    • Why:
      Once a file is removed from its folder structure, it loses context unless it's in the file name.      ​

Think of your file name as metadata—helping both you and others understand the what, when, who, and which version at a glance. Clean naming habits not only boost productivity but also showcase your professionalism and attention to detail—something every team, employer, or client appreciates.

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