Put Order and Information into File Names

Unless you place your faith in internal search engine software or document databases to track your work, consider a relatively low-tech enhancement to your work methods. I promise it will pay big dividends.

Consider how you name your files and folders. Have you missed an opportunity to clear the clutter and make your work more accessible? When you look at file names within a folder, do they sing out to you with sweet meaningfulness, or are they a cacophonous jumble of confusing heiroglyphics?

The eye likes symmetry. The mind loves order. When you create files and they pile upon one another over time, does their accumulation reflect a master plan or a disaster unplanned? When you view your list of files, is your eye happy, your mind content?

Basically, filenaming is an unrecognized art. Most of us are left to our own devices to figure it out. The good news: with some thought, you can be the artist of a system which will resonate with function.

Let's start by considering the basis upon which files should be ordered. I will jump to the punchline and say it out loud: chronologically. To order files chronologically, have the filename start with a datestamp prefix such as YYYYMMDD- or YYMMDD. If you do this, your files will always sort themselves chronologically and you will have no trouble finding the latest and greatest work within a folder.

What you do following the datestamp prefix depends upon how the file will be used. If the file travels to someone else as an email attachment and then returns back to you after some sort of review, I recommend having the second portion of your filename be a locator.

The locator can be a 3-5 character abbreviation which will give you a solid hint about where the file needs to be refiled upon its return. You develop the locator so that you and others in your group recognize it as an abbreviation for a project. When they see the datestamp prefix and locator, they will already have much information about the contents of the file.

After entering the datestamp prefix and locator, now you can write a nice, meaty descriptive text (descriptor). Use as many characters as you like, just beware that beyond a certain length, the filename will be truncated during display, and you will lose, rather than gain information. Consider 30 characters to be a maximum filename size.

Subtracting 7 characters for the date stamp and 3-5 characters for the locator, this gives you 18-20 characters to tell your story. The way to know if you are doing a bad job with descriptors, is when you see the identical descriptor in multiple files. Don't repeat descriptive text unless you specifically want to highlight the similarity between the two files.

Tip: NO spaces in names of files or folders. Spaces are not FTP-friendly and you may be FTP-ing sooner than you think.

Tip: NO unnecessary capital letters and DEFINITELY NO TEXT WITH ALL CAPS. It's not only irritating, but it also takes away a useful tool, that of using upper and lower case text for better conveying your message.

Tip: Find a style and stick with it. For example, if you like the looks of hyphens separating datestamp, locators and descriptors, then do it that way every time. If using underscore between words in the descriptor feels right, then make it a habit. Even artists can have discipline, you know.

Tip: Use language to the greatest extent possible. In other words, use words more than acronyms. Cutsey corporate acronyms, after the first dozen or so, get pretty boring.

Examples of good file names:
050727-par-FieldTesting.doc
2004-o4-21-oak-Access_to_site.xls
Bad file names:
article.doc (too vague - what article? )
Work Project.xls (too general - what work project? when? )

Copyright 2005 Mark Meshulam

A versatile denizen of Northbrook, IL, USA, Mr. Meshulam is an owner of a productivity software company (http://www.poingo.com), a construction company (http://www.buildersarch.com), and a document scanning/reprographics company (http://www.repro.docsys.us). His software product Poingo Email Printer has a feature which adds timestamps to filenames.

---

How To Speed Up Your Aging PC And Make It Healthier Too

With a little tweaking and with proper tools, you can... Read More

Things You Can Do To Speed Up Your Computer

Upgrading your processor will always speed up your computer, but... Read More

How To Recognize The Telltale Signs Of Spyware

Spyware is the software that collects information about your online... Read More

The Importance Of Email Backup

Viruses, software failures, power failures, human errors, hard drive failures... Read More

Temporary Fixes to Spyware, Ad-ware, and Virus Infections

So you've got some spyware, ad-ware, or viruses on your... Read More

Be Prepared in the Event Computer Disaster Strikes

ComputersBusinesses and individuals alike have all grown to rely on... Read More

Web Standards

HTTP ProtocolThe web is run on port 80. You are... Read More

Home Electronics: The Facts About Plasma TV

Not so many years ago, homes across the country watched... Read More

SmartCar Memory Stick for LapTop Transfer Data

With the new technology used to transfer information to from... Read More

Review of Rio MP3 Players

Below you will find some useful information and comments about... Read More

How To Buy An MP3 Player

Are you looking for an MP3 player but am not... Read More

Selecting a Personal Digital Assistant

A Computer in Your HandCarrying around an address book and... Read More

Basic Computer Maintenance

One of the most common questions computer users ask is,... Read More

Cisco CCNA Certification: Five Things To Do DURING The Exam

There are plenty of articles out there about how to... Read More

How To Safeguard Your Computer?

The following practice, if done regularly, may help you to... Read More

Smart Apple iPod Tips and Techniques

Are you thinking of buying an Apple iPod? Or have... Read More

Basic Problem in a PC

I have a p3 500MHz PC with 128MB RAM, 10.2... Read More

Cisco Certification: Building Your Own Home Lab, Part I

CCNAs and CCNA candidates hear it all the time: â??Get... Read More

The Help Desk

When you think of a help desk, what do you... Read More

Your Home is in Your Hands

I would like to tell you about a magic home.... Read More

Looking For an MP3 Player?

If you don't have an mp3 player, and even if... Read More

Get Ahead When You Build Your Own Computer

If you've been kicking around the idea of building your... Read More

Font Organizers Review, Part I

Do you know how many fonts are currently installed on... Read More

The Ipod Mini: Why Its Not that Hot

I got my eyes set on a iPod mini, as... Read More

Do Higher Digital Camera Prices Mean Better Cameras?

Understanding digital camera prices makes finding the best camera value... Read More

Advantages and Guidelines of Automated Testing

"Automated Testing" is automating the manual testing process currently in... Read More

Put Order and Information into File Names

Unless you place your faith in internal search engine software... Read More

Customize Your Portable Player with an MP3 Player Accessory

Everywhere you look today people are listening to personal audio... Read More

How To Become A True CCNA

I've worked my way from the CCNA to the CCIE,... Read More

What Exactly are Screensavers? - part I

After reading this good article you will know some important... Read More

Connect Your IPAQ to Linux

Choose Not To ConformPalm pilots and pdas are constantly growing... Read More

SOBIG.F Virus Promises Ill Be Back

On 21 August 2003 Symantec Security Response upgraded the W32.SOBIG.F... Read More

Why Get a Microsoft MCSE Certification?

In the years of the dot com boom and bust,... Read More