This knowledge article provides a standardized approach to naming files so SVSU employees can organize, locate, and share documents efficiently. These guidelines apply to documents such as word processing files, spreadsheets, presentations, and similar data files, as well as folders.
In This Article:
Introduction
File naming conventions help organize and identify files by providing consistent, descriptive, and predictable names. A well-structured naming system:
- Improves file retrieval
- Reduces duplication and confusion
- Supports collaboration across teams
- Ensures long-term usability of records
Information to Include in File Names
When creating a file name, include only the most useful identifying elements. Consider the following:
- Course, project, or event name/acronym
- Date or date range (use standardized format)
- Person’s name or initials
- Type of content (e.g., syllabus, report, data)
- Research conditions or location (if applicable)
- Version number
Core File Naming Rules
This section adapted, with permission, from Gryzbowski, University of Edinburgh’s Records Management web site. Visit their site for more extensive examples and explanations.
Establish Department-Level Standards
Teams should agree on:
- Common abbreviations
- Naming order (e.g., Date vs. Project Name first)
- Version control practices
Use Folder Structure Strategically
Let folders carry contextual meaning so file names can stay shorter
Example structure:
Consider Searchability
- Use keywords that users are likely to search for
- Avoid internal jargon unless standardized
Keep File Names Short but Meaningful
- Use concise wording that still clearly identifies the file.
- Remove unnecessary words such as “the,” “and,” or “for.”
Correct - /…/Orientation/20181105SchdlVlntrs.pdf
Incorrect - The_schedule_and_volunteers_for_Orientation_Nov_18.pdf
Avoid Redundancy
Do not repeat folder names within file names.
Correct - /…/Doe/Events/KidsNSibs/20181105BnceHsRsrvtn.pdf
Incorrect - /…/Doe/Events/KidsNSibs/20181105KidsNSibsBounceHouseReservation.pdf
Use Consistent Word Separation
- Preferred: Title Case (e.g.,
FileName)
- Avoid spaces, underscores, or inconsistent formatting when possible.
Correct/Preferred – PSYCSyllabus.docx
Incorrect/Not Preferred – PSYC_syllabus.docx, psych syllabus.docx, or psychology-syllabus
Use Leading Zeros for Numbers
Helps ensure proper sorting in file systems.
Correct – (In alphanumeric sort order) ) Image01.jpg, Image02.jpg, Image03.jpg, Image10.jpg, Image11.jpg, Image20.jpg
Incorrect – (In alphanumeric sort order) image1.jpg, image10.jpg, image11.jpg, image2.jpg, image20.jpg, image3.jpg
Use Standard Date Format (YYYYMMDD)
Ensures chronological sorting.
Correct - 2018FAPSYC100SmithTest01V02.docx, 2018FAPSYC100SmithSyllabusV03.docx
Incorrect - test psychology smith Fall 18.docx, smith psych 100 syllabus Fall 2018.docx
Format Names Consistently
Use last name followed by initials.
Correct - DoeJL20180421.jpg
Incorrect -John-L-Doe20180421.jpg
Place Version Information at the End
Keep related files grouped together.
Correct – SyllabusV02Draft.docx, SyllabusV03Final.docx, TestV01Draft.docx, TestV04Final.docx
Incorrect - DraftSyllabusV02.docx, DraftTestV01.docx, FinalSyllabusV03.docx, FinalTestV04.docx
Order Elements for Easy Retrieval
Place the most important element first based on how users search for the file, using the date first for meetings so related documents like agendas and minutes are grouped chronologically, and using the event or project name first for events since users are more likely to search by name rather than date.
Correct -
/…/PlanningCttee/
20040630Agenda.rtf
20040630Minutes.rtf
20050120Agenda.rtf
20050120Minutes.rtf
/…/Events/
GardenParty20040630.rtf
ProcurementAward20040905.rtf
WeddingDinner20030304.rtf
Incorrect -
/…/SausageCttee/
Agenda1Feb2005.rtf
Agenda20Jan2005.rtf
Minutes1Feb2005.rtf
Minutes20Jan2005.rtf
/…/Events/
20030304WeddingDinner.rtf
20040630GardenParty.rtf
20040905ProcurementAward.rtf
Name Recurring Events Clearly
Place the date first for recurring or time-specific events when users are likely to search by when the event occurred, and place the event name first for infrequent or well-known events when users are more likely to search by the event name.
Correct - KidsNSibs20181012.docx, KidsNSibs20191016.pdf, Orientation20180810.pptx
Incorrect – SibsWeekend.docx, WeekendWithTheKids.docx, 20180810.pptx
Name Correspondence Files Clearly
Include:
- Sender/recipient name
- Date
- Subject (if not in folder name)
- Status (Incoming correspondence is indicated by "rcvd")
Correct – /…/Returns/DoeJL20180815rcvd.txt
Incorrect – LetterFromJohnDoeReReturnAug18.txt
Use Version Numbers
Use “V” followed by a two-digit number.
Correct – SyllabusV02Draft.docx, SyllabusV03Final.docx, TestV01Draft.docx, TestV04Final.docx
Incorrect - DraftSyllabusV02.docx, DraftTestV01.docx, FinalSyllabusV03.docx, FinalTestV04.docx
Avoid Special Characters
- Do not use symbols that may cause system issues.
- Avoid: ~ ! @ # $ % ^ & * ( ) ; < > ?
Correct - GardenParty20040630.rtf
Incorrect – “Picnic & Garden Party, June 30, 2004”.pdf
References
Brandt, Scott. “Data Management for Undergraduate Researchers: File Naming Conventions.” Library Guides, Purdue University, 12 June 2017, guides.lib.purdue.edu/c.php?g=353013&p=2378293.
Data Management Services. “Best Practices for File Naming.” Data Management Services, Stanford Library, accessed 06 June 2018, library.stanford.edu/research/data-management-services/data-best-practices/best-practices-file-naming.
Gryzbowski, Anne. “Records Management: Naming Conventions.” University of Edinburgh, July 2007, www.ed.ac.uk/records-management/guidance/records/practical-guidance/naming-conventions.