Home
>
Personal Technology
>
Put Order and Information into File Names

Put Order and Information into File Names

Unless you place your faith in internal search engine software or document databases to track your work, consider a relatively low-tech enhancement to your work methods. I promise it will pay big dividends.

Consider how you name your files and folders. Have you missed an opportunity to clear the clutter and make your work more accessible? When you look at file names within a folder, do they sing out to you with sweet meaningfulness, or are they a cacophonous jumble of confusing heiroglyphics?

The eye likes symmetry. The mind loves order. When you create files and they pile upon one another over time, does their accumulation reflect a master plan or a disaster unplanned? When you view your list of files, is your eye happy, your mind content?

Basically, filenaming is an unrecognized art. Most of us are left to our own devices to figure it out. The good news: with some thought, you can be the artist of a system which will resonate with function.

Let's start by considering the basis upon which files should be ordered. I will jump to the punchline and say it out loud: chronologically. To order files chronologically, have the filename start with a datestamp prefix such as YYYYMMDD- or YYMMDD. If you do this, your files will always sort themselves chronologically and you will have no trouble finding the latest and greatest work within a folder.

What you do following the datestamp prefix depends upon how the file will be used. If the file travels to someone else as an email attachment and then returns back to you after some sort of review, I recommend having the second portion of your filename be a locator.

The locator can be a 3-5 character abbreviation which will give you a solid hint about where the file needs to be refiled upon its return. You develop the locator so that you and others in your group recognize it as an abbreviation for a project. When they see the datestamp prefix and locator, they will already have much information about the contents of the file.

After entering the datestamp prefix and locator, now you can write a nice, meaty descriptive text (descriptor). Use as many characters as you like, just beware that beyond a certain length, the filename will be truncated during display, and you will lose, rather than gain information. Consider 30 characters to be a maximum filename size.

Subtracting 7 characters for the date stamp and 3-5 characters for the locator, this gives you 18-20 characters to tell your story. The way to know if you are doing a bad job with descriptors, is when you see the identical descriptor in multiple files. Don't repeat descriptive text unless you specifically want to highlight the similarity between the two files.

Tip: NO spaces in names of files or folders. Spaces are not FTP-friendly and you may be FTP-ing sooner than you think.

Tip: NO unnecessary capital letters and DEFINITELY NO TEXT WITH ALL CAPS. It's not only irritating, but it also takes away a useful tool, that of using upper and lower case text for better conveying your message.

Tip: Find a style and stick with it. For example, if you like the looks of hyphens separating datestamp, locators and descriptors, then do it that way every time. If using underscore between words in the descriptor feels right, then make it a habit. Even artists can have discipline, you know.

Tip: Use language to the greatest extent possible. In other words, use words more than acronyms. Cutsey corporate acronyms, after the first dozen or so, get pretty boring.

Examples of good file names:
050727-par-FieldTesting.doc
2004-o4-21-oak-Access_to_site.xls
Bad file names:
article.doc (too vague - what article? )
Work Project.xls (too general - what work project? when? )

A versatile denizen of Northbrook, IL, USA, Mr. Meshulam is an owner of a productivity software company (http://www.poingo.com), a construction company (http://www.poingo.com), and a document scanning/reprographics company (http://www.poingo.com). His software product Poingo Email Printer has a feature which adds timestamps to filenames.

express cleaning service Arlington Heights ..

In The News:

The Fox News AI Newsletter gives readers the latest AI technology advancements, covering the challenges and opportunities AI presents.

ChatGPT data breach exposes personal info of users through partner Mixpanel. OpenAI confirms names, emails compromised in security incident.

Android rolls out Emergency Live Video for 911 calls, letting dispatchers see real-time scenes during emergencies. Great for holiday travel safety.

Malicious Chrome and Edge extensions collected browsing history, keystrokes and personal data from millions of users before Google and Microsoft removed them.

Google's new Call Reason feature lets Android users mark calls as urgent before dialing, displaying an urgent label to recipients using Phone by Google app.

Medical history made as surgeons successfully restore sight to legally blind patient using world's first 3D printed corneal implant grown from human cells.

Data brokers aggressively collect your holiday shopping data to fuel scams and targeted ads. Learn how to delete your digital profile before 2025 starts.

Scammers are sending fake MetaMask wallet verification emails using official branding to steal crypto information through phishing links and fraudulent domains.

Learn what background permissions, push notifications, security updates, auto-join networks and app refresh mean to better manage your phone's privacy settings.

Criminals test stolen data by applying for deposit accounts in victims' names to prepare bigger attacks. Learn why banks won't share fraud details.

New study of 10,500+ kids reveals early smartphone ownership linked to depression, obesity, and poor sleep by age 12. Earlier phones mean higher risks.

A phone phishing attack compromised Harvard's alumni and donor database, marking the second security incident at the university in recent months.

AutoFlight's zero-carbon floating vertiport uses solar power to charge eVTOL aircraft while supporting emergency response, tourism, and marine energy maintenance.

A new phone return scam targets recent buyers with fake carrier calls. Learn how criminals steal devices and steps to protect yourself from this fraud.

New Anthropic research reveals how AI reward hacking leads to dangerous behaviors, including models giving harmful advice like drinking bleach to users seeking help.

The Fox News AI Newsletter gives readers the latest AI technology advancements, covering the challenges and opportunities AI presents.

Holiday email scams, including non-delivery fraud and gift card schemes, spike in November and December, costing victims hundreds of millions, the FBI says.

Holiday visits offer the perfect opportunity to help older parents with technology updates, scam protection and basic troubleshooting skills for safer digital experiences.

Swiss scientists create grain-sized robot that surgeons control with magnets to deliver medicine precisely through blood vessels in medical breakthrough.

Researchers exploited WhatsApp's API vulnerability to scrape 3.5 billion phone numbers. Learn how this massive data breach happened and protect yourself.

Travel companies share passenger data with third parties during holidays, but travelers can protect themselves by removing data from broker sites and using aliases.

Xpeng's humanoid robot moves so realistically that crowds believed it was fake, marking a major advancement in robotics technology ahead of 2026 commercial launch.

Researchers discover phishing scam using invisible characters to evade email security, with protection tips including password managers and two-factor authentication.

iPhone and Android users can reduce battery drain and data usage by restricting Background App Refresh to Wi-Fi connections instead of mobile networks.

Scammers nearly stole an Apple account by exploiting the support system with authentic-looking tickets and phone calls, users can protect themselves with safety steps.

Put Order and Information into File Names

Personal Technology