Skip to Main Content

Research Data Management

File Naming Conventions

What are file naming conventions?

  • A file naming convention is a framework for naming your files in a way that describes what they contain and how they relate to other files.
  • File naming conventions help you stay organized and quickly identify your files. In a shared or collaborative group file-sharing setting, it will help others more easily navigate your work.
  • It is essential to establish a convention before you begin collecting files or data in order to prevent a backlog of unorganized content that will lead to misplaced or lost data!

Example

Files with no naming convention:
  • Test data 2016.xlsx
  • Meeting notes 0117.doc
  • Notes Eric.txt
  • Final FINAL_last version.docx
Files with a naming convention:
  • 20160104_ProjectA_Ex1Test1_SmithE_v1.xlsx
  • 20160104_ProjectA_MeetingNotes_SmithE_v2.docx
  • ExperimentName_InstrumentName_CaptureTime_ImageID.tif

File Name Elements

File names should allow you to identify a precise experiment from the name. Choose a format for naming your files and use it consistently. In the directory, include a readme.txt file that explains your naming format along with any abbreviations or codes you have used. Consider including some of the following information in your file names that will allow you to distinguish your files from one another:

  • Project or experiment name or acronym
  • Location/spatial coordinates
  • Researcher name/initials
  • Date or date range of experiment
  • Type of data
  • Data collection method (e.g., instrument, site, etc.)
  • Conditions
  • Version number of file
  • Three-letter file extension for application-specific files

Additional Tips:

  • A good format for date designations is YYYYMMDD or YYMMDD. This format makes sure all of your files stay in chronological order, even over the span of many years.
  • Try not to make file names too long, since long file names do not work well with all types of software.
  • Avoid special characters such as ~ ! @ # $ % ^ & * ( ) ` ; < > ? , [ ] { } ' " and |
  • When using a sequential numbering system, use leading zeros for clarity and to make sure files sort in sequential order (e.g., "001, 002, ...010, 011 ... 100, 101, etc." instead of  "1, 2, ...10, 11 ... 100, 101, etc.")
  • Do not use spaces. Some software will not recognize file names with spaces, and file names with spaces must be enclosed in quotes when using the command line. Other options include:
    • Underscores (e.g., file_name.xxx)
    • Dashes (e.g., file-name.xxx)
    • No separation (e.g., filename.xxx)
    • Camel case, where the first letter of each section of text is capitalized (e.g., FileName.xxx)

Additional Resources