keyboardIf you share any type of files with anyone for any reason, you need an efficient file naming protocol.

Okay, I confess I just re-read that, and it made me yawn. But even though this sounds like a boring, geeky topic, stay with me. It’s important.

A file naming protocol is the system you use for naming your digital files, whether they are documents, spreadsheets, images, audio, video or whatever. It’s a way for the files to be identified quickly, easily and accurately, and for changes and input to be preserved.

Good reasons for having a consistent file naming protocol:

  • Find your own files and know what they are. Have you ever spent time trying to locate a file because you couldn’t remember what you named it or where you put it? Or have you ever seen a file and didn’t know what it was? A good file name protocol puts an end to that frustration.
  • Make sure others recognize your files. I’ve had people send me files with names like resume.doc and blog.docx. You might have only one resume or blog on your computer, but the person you're sending it to may have hundreds. Some additional information would make it much easier for them to manage the file.
  • Track revisions and input from multiple sources. If you’re collaborating with a team or your documents are going through a series of reviews from different people, a file naming protocol followed by everyone helps you keep track of comments, notes and changes.

Your file naming protocol might vary depending on the nature of the file – whether it’s your own personal document, an internal company document or something that will be distributed outside your organization. Consider including:

  • An organization identification (if the file will be distributed to external sources)
  • Author (last name or initials is usually sufficient)
  • Category (the type of document, such as blog, report, web copy, etc.)
  • Subject (what the file is about)
  • Draft or version number and/or date (so people know what the most recent incarnation is)
  • Status designation (such as draft or final)

Explain the file naming system to everyone on the team, and remind them that they should update the file name when they change the file content.

For tips on naming your files with your audience in mind, read “Do Your Content File Names Work for You?”

What are your thoughts and experiences with file naming systems? Share!

Jacquelyn Lynn
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