Your naming conventions create an intuitive catalogue that's easy to navigate. This means your team can access the information they need quickly. When staff are able to find creative assets quickly and easily they have more time to be productive and creative. Outdated images could appear on new content, sensitive data might get shared with third parties by accident or you may end up wasting resources printing promotional materials with old logos or images.
Consistency when naming and organising your files will help rights holders restrict access where necessary. This reduces the risk of assets being used without the right approval.
Your DAM solution should handle the more mundane asset management processes by itself. This will help you organise files and customise content without the risk of errors that are likely to happen during production and distribution.
It's good to keep things simple. Once you lay out your naming conventions and train colleagues the right brand images will be used in the right way. Determine the characters you will use to separate each piece of metadata in the file.
Many computer systems cannot handle spaces in file names, so do not use spaces! Example : I will use underscores to separate metadata and dashes between parts of my sample ID. Naming conventions should be documented so that others in your lab or department can follow this standard. Data Carpentry Lesson: File organization for reproducible research.
File Naming Conventions. What are file naming conventions? Files with no naming convention: Test data Tips for File Naming. We would also like to use cookies to analyse how the site is used so we can improve it and embed certain third-party content like videos. Read our cookies policy. Skip to content. Consider how you want to sort and retrieve your files How do you want to sort and retrieve your files?
Start off your filename with the most important parameter. This will allow you to organise files alphabetically or chronologically by that parameter without having to do any searching. For example, if your primary method of accessing a litigation case file is its number, then this should be the first element in your file naming convention: when you sort your documents in the file manager, you will see them order by case number first. To ensure that files are sorted in proper chronological order, the most significant date and time components should appear first followed by the least significant components.
If all the other words in the file name are the same, this convention will allow us to sort by year, then month, then date. Some conventions have the date at the front of every file name because that is the most logical way for their team to retrieve files.
Mark different versions of the same file. If the file will be maintained over time, use the convention v1, v2, v3, etc. As versions are made and updated, change the version but keep the file name the same.
Same if it is more than 99 files, it should be , …, …, … 2. Use relevant components in your file names to provide description and context The file names should contain the essential elements of each file, dependent upon what is suitable for your retrieval needs.
To achieve this, you could consider: Shortening the year to two numbers instead of four Abbreviating file name components e. Use these alternatives instead: Underscores e. Poorly named documents become just as hard to use in a DMS as they are in a paper file system.
Imagine looking for a document that is similar one you are preparing to file. While document types in a DMS provide broad descriptions of where files should be placed, that information is often inadequate in helping the user describe the actual documents.
That is what a document naming convention or policy will provide — a framework for the proper saving of documents. However, the documents are not really theirs — they belong to the firm — and having mutually agreed-upon, firm-wide naming conventions for documents enables all users to find documents more quickly.
Additionally, it helps users understand what is in the document by simply looking at the title in context with the document type. How should your firm start developing a document naming convention or policy? When creating a naming convention for users, some information will be required by the firm, but some information is automatically provided by the matter-centric DMS in context of the document types.
So, what information is not needed in the title of a document when using a DMS?
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