File Naming Conventions

Modified on: (Mon, Aug 23, 2021 at 10:20 AM)

Summary

Keep file names short and relevant.
Avoid using spaces, underscores, or periods between words. Instead, use hyphens between words.
Avoid use of uppercase characters.
Use lower case characters, even if the file name is a proper noun or name.
Do not use non‑alphanumeric characters.
Replace characters such as: :_ / < > | " ? [ ] ; = + & £ $ ,with hyphens or an equivalent word, e.g., replace&withand`.
Avoid using unconventional abbreviations or acronyms.
e.g. student‑outreach‑resource‑center is better than SOURCE.
Always include the file extension at the end of documents and image filenames.
It is very important that files end in their respective file format, e.g., .R, .bash, .txt.
Write dates back to front.
If using a date in the file name, always state the date 'back to front', and use four‑digit years, two‑digit months, and two‑digit days: YYYY-MM-DD or YYYY-MM or YYYY or YYYY-YYYY.
2004-03-24-agenda.doc
Use version numbers.
If you need to indicate the version number of a file in its name, this should be indicated in its file name by the inclusion of v followed by the version number. Use two‑digit numbers unless it is a year or another number with more than two digits.
run-script‑v01.doc
run-script‑v02.doc
run-script‑v03.doc
run-script‑v04.doc
Last Name, First Name.
When including a personal name in a filename, state the last name first followed by the first name.

``bash * kates-heather-output.RData

Detailed

1. Keep file names short and relevant.

File names should be kept as short as possible while also being meaningful. Long file names mean long file paths, which increase the likelihood of error and are more difficult to remember and recognize.

However, avoid using initials, abbreviations, and codes that are not commonly understood. This is particularly important for records that have to be kept for a long period of time, as the meaning of the acronym may not be known over time.

Incorrect
Correct

Description_of_How_to_use_HiPerGator.doc
hipergator-how-to.doc

Explanation
Some words, like ‘the’ and ‘and’, add length to a file name but do not contribute towards the meaning. If the remaining file name remains meaningful within the context of the file directory, these elements can be removed.

2. Avoid using spaces, underscores, or periods between words.

Some applications and computer scripts may not recognize spaces or will process files differently when they include spaces, underscores, or periods. Spaces are replaced with %20 when encountered in a file name on a web server; spaces are not supported characters in URLs.

For example “How to name files.pdf” becomes “how%20to%20name%20files.pdf”.

Spaces, underscores, or periods should be replaced with hyphens (-) except when indicating the file extension type (e.g., .doc, .pdf, .ppt, etc.)

Incorrect
What is HiPerGator.doc
What_is_HiPerGator.pdf
What.is.HiPerGator.ppt

Correct
what-is-hipergator.doc
what-is-hipergator.pdf
what-is-hipergator.ppt

Explanation
Replacing spaces, underscores, and periods with hyphens (-) will ensure files and URLs still work properly and increase legibility.

3. Avoid use of uppercase characters.

To keep filenames consistent, use lowercase characters for all filenames.

Incorrect
WHATISHIPERGATOR.doc
WhatIsHiPerGator.pdf

Correct
what-is-hipergator.doc
what-is-hipergator.pdf

Explanation
In this example, by changing the capitalized letters to all lowercase and adding hyphens (-) between each word, each filename becomes easier to read and presents a consistent look.

4. Do not use non‑alphanumeric characters.

Non‑alphanumeric characters are not supported or recognized within a URL string and may carry special meaning.

Incorrect
Smith,John20070507.txt
"DavidLaingCollection".doc
Guidelines&Regulations.pdf
Budget2006/07.xls

Correct
2007-05-07-smith-john.txt
david-laing-collection.doc
guidelines-and-regulations.pdf
2006-2007-budget.xls

Explanation
Most non‑alphanumeric characters can be omitted or replaced with alphanumeric characters; hyphens (-) can replace slashes and brackets.

5. Avoid using unconventional abbreviations and acronyms.

Avoid initials, abbreviations, acronyms, and codes that are not commonly understood.

Incorrect
SOURCEoverview.doc

Correct
student-outreach-resource-center-overview.doc

Explanation
Spelling out the acronym provides clarity, especially for users unfamiliar with the center.

6. Always include the file extension at the end of documents and image filenames.

Incorrect
overview-of-malaria
microscope-of-malaria
malaria-presentation
malaria-research

Correct
overview-of-malaria.doc
microscope-of-malaria.jpg
malaria-presentation.ppt
malaria-research.xlsx

Explanation
Without file extensions, it is difficult to identify file types.

7. Write dates back to front.

Incorrect
1Feb2005Agenda.doc
1Feb2005Minutes.doc
24March2004Agenda.doc

Correct
2004-03-24-agenda.doc
2004-03-24-minutes.doc
2004-03-24-paper-a.doc

Explanation
Chronological order is preserved when dates are written YYYY-MM-DD.

8. Use version numbers.

Incorrect
event_announcement_1.doc
event_announcement_2.doc
event_announcement_3.doc

Correct
event-announcement-v01.doc
event-announcement-v02.doc
event-announcement-v03.doc
event-announcement-v04.doc

Explanation
Version numbers distinguish drafts; avoid temporary labels like draft or final.

9. Include the stock photo ID number at the end of images.

Incorrect
antitobaccosign.jpg

Correct
anti-tobacco-sign-884732552.jpg

Explanation
Including the stock ID makes it easier to identify the source.

10. Last Name, First Name.

Incorrect
EllenJMacKenzieheadshot.jpg

Correct
mackenzie-ellen-j-headshot.jpg

Explanation
Files are sorted by last name, making search more intuitive.

Credit
The original content is adapted from the Image & File Naming Conventions page on the JHU BSPH Website Help Desk: https://webhelp.publichealth.jhu.edu/support/solutions/articles/6000251494-image-file-naming-conventions.