Naming and organizing files

Large research projects can generate hundreds of data files. Short descriptive file names and a simple file hierarchy make these files easier to navigate and locate.

Set up conventions for your project, document them for all team members, and be consistent.

Few recommendations to help you organizing your files :

Use a short unique identifier (e.g. Project Name or Grant #)

√: CHHM

X : Centre for Hip Health and Mobility

Why? Short filenames prevent the need for side scrolling and column adjustment.

Include a summary of content (e.g. Questionnaire or GrantProposal) as part of the file name

√: FileNm_Guidelines_20140409_v01.docx

X : FileNm_20140409.docx

Why? Files will be easier to find.

Use _ as delimiters. Avoid these special characters: & , * % # * ( ) ! @$ ^ ~ ‘ { } [ ] ? < > –

√: FileNm_Guidelines_20140409_v01.docx

X : FileNm Guidelines 2014 04 09 v01.docx

Why? Different computer systems handle special characters differently – filing order, etc.

Keep track of document versions either sequentially (e.g. v01, v02,) or with a unique date and time ( e.g. 20140403_1800)

√: FileNm_Guidelines_20140409_v01.docx

X : FileNm_Guidelines_20140409_Review.docx AND FileNm_Guidelines_20140409_Investigation.docx

Why? Two years from now, you won’t remember what you meant.

Make folder hierarchies as simple as possible

√: F:/ Env/LIBR/DataMgmt_FileFormats_20140409_v01.docx

X : F:/Environment/Library/Woodward/Data/Education/Materials/Draft/2014/04/-DataMgmt_FileFormats_20140409_v01.docx

Why? Complex folder hierarchies are harder to navigate and offer more opportunities for filing errors. System back-ups may take longer.

Source: http://researchdata.library.ubc.ca/plan/organize-your-data/