Tip Sheet 6 - Naming Conventions for Electronic Files and Folders

File and folder naming conventions are key to maintaining well-organized electronic directory and drive structures. This tip sheet provides examples of naming conventions; each unit may determine its own file naming procedure as long as it is applied consistently. Benefits of consistent file and folder naming are:

• Files are easily distinguished one from another
• File names are easier to browse
• Retrieval is facilitated for all users (not just the file’s creator)

1.  Keep file names short and relevant.

2.  If using a date, use the format Year-Month-Day (four digit year, two digit month, two digit day): YYYY-MM-DD or YYYY-MM or YYYY-YYYY.

This will maintain chronological order.

3.  Include a leading zero for numbers 0-9.

This will maintain the numeric order in the file directory.

4. Order the elements in a file name according to the way the file will be retrieved.

If records are retrieved according to their date, that element should appear first. If they are retrieved according to their description, that element should appear first.

Tip File names of records relating to recurring events (e.g., meeting minutes, regular periodic reports, budget planning documents) should include both the date and the event.

When deciding the order of the elements, date first will usually be appropriate for events that are time specific and recurring. Event first will usually be appropriate for events that are infrequent.