Effective Communications

Benefits of an Efficient File-Naming Protocol

Why You Need an Efficient File Naming Protocol

If 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.

What is a file naming protocol?

It’s 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 (wasted) 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.

What should be in your file names?

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.

If the file is going to be distributed outside your organization, consider renaming it. Here’s why — and how you can make your content file names work as hard as your content does:

This article was originally published on my site at CreateTeachInspire.com. You can reach me there or email me at [email protected]

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