Please create good file names

Draft

It is good project management manners to pay attention to file naming conventions for the project. Even if a project has just one participant, chances are the project will include multiple files; following a set convention of naming files provides organization to the diversity of files and allows project participants to find and identify files.

A file naming convention addresses how files are related to each other while also how each provides different information.

Examples of poor file naming include*:

1. My document
2. Exam 1.pdf
3. IMG_4999.jpg
4. Project.docx
5. Screen Shot 2023-01-31 at 6:21.42 PM.png
6. Screenshot.jpg

*over my years of teaching and working with projects I’ve received these and many other files from students

For this set of instructions we’ll assume that participants are students, participating in a class digital project. Please stop and think about how you name files when you are sharing files with your faculty.

For starters, in any class you are likely to take with faculty, there will be more than just you in the class, e.g., multiple participants each producing and sharing files.

At a minimum, you need to name files so that there is no confusion about who the file belongs to. Every semester I get files from students that lack identifying names in the file name. Even worse, these files sometimes come with no identifiers in the document itself! This leads to confusion and extra work for faculty, and there’s simply no reason for this. Nor should you think this is just a “Dohm thing.” All faculty who allow you to turn things in via email attachment, Google Drive, or other sharing platforms, we all run into these issues.

So, now that my rant is done, what am I asking you to do? Well, follow some basic advice, even if the instructor provides no guidance or naming convention, by following best practices, your efforts will be appreciated.

First, make sure the file is in the correct format, as evidenced by the file name extension. When I ask for pdf files, please do as I ask. Far too often I get sent PowerPoint files (.pptx) or Word documents (.docx), not pdfs.

Second, I shouldn’t have to spell out how to name files every time there is an assignment. Filename conventions are established at the start of the project and it is a requirement that we all adhere to these standards. If, for example, the assignment is “Exam 1,” you can’t send a file named “Exam 1.pdf”to the instructor and expect that you’ve done your job correctly.

Third, what needs to be included in a file name? Think of how a file name is to be used by the person you are sending the file to.  At a glance, the person should be able to identify who you are and what the file is about. Considering our “Exam 1.pdf” again, if Joe Key is going to send me a file, then Joe could name the file

joe key exam 1.pdf

This is the bare minimum of required descriptive elements (also called metadata). Consider the faculty you are working with: Are they teaching multiple classes? So help out by including the course name or identification. And, when numbers are used like exam 1, it is good to add a zero prefix (see below). In general, spaces in file names are a bad idea (see below).  With these additional considerations, to fix the file name example, all Joe would need to do is

bi308_exam01_joe_key.pdf

This filename would work. Any variant of this filename would work, provided that the order of elements are agreed upon, i.e., a filename convention has been set. Acceptable alternatives might include

joekey_exam01_BI308.pdf (as long as no one else has the name key)

exam01_bi308_joe_key.pdf

and so on.

Note that if a filename convention exists for the course, e.g., bi308_exam01_joe_key.pdf

File naming best practices

Some guidance, drawn from multiple sources.

Stop adding space in filenames

And finally, while spaces in filenames improves readability for us, they are bad form. Operating systems use spaces to separate commands; thus, it shouldn’t be a surprise to you that sometimes spaces in filenames can lead to problems. Perhaps you’ve seen this when you’ve downloaded a file from the Internet and you found “%20”; that’s how many web servers handle spaces in filenames. Proper URL addresses cannot have spaces, only characters in the name (see nice summary of this at lifewire).

So, do better.

Instead of spaces, use a dash or hyphen (-), or an underscore (_), even “camel type” to help make your filename readable by machine and human. Examples are

/MD