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? )

Copyright 2005 Mark Meshulam

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.

Barrington South Lincoln Stretch rentals .. Lockport Chicago limo O’Hare
In The News:

A newly discovered security flaw with your iPhone or iPad could leave your personal information vulnerable to hackers. Kurt the CyberGuy explains.
Modeled after a traditional bell-shaped skirt worn by women in Kosovo, a theater's roof is draped entirely by solar panels to generate renewable energy on-site.
Kurt the CyberGuy explains how to protect yourself from malicious Chrome extensions that can steal sensitive information like password managers, crypto wallets and banking apps.
Stellantis' innovative STLA AutoDrive 1.0 system allows drivers to safely take their eyes off the road and their hands off the steering wheel.
Here are some travel hacks to save money on your next vacation including setting up price alerts, remaining flexible and checking for 24-hour price drops.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
One report claims at least 25 million people were targeted by infostealer malware between the beginning of 2023 and the end of 2024, capturing bank card details and passwords.
The LaserWeeder G2 uses lasers, artificial intelligence and advanced robotics to offer an alternative to chemicals traditionally used in farming.
Tech expert Kurt “CyberGuy" Knutsson says a malware app called SpyLend is posing as a financial tool, hitting 100,000-plus downloads.
Tech expert Kurt “CyberGuy" Knutsson says Clone Robotics’ Protoclone mimics humans with 1,000 muscles – too human for comfort.
Tech expert Kurt “CyberGuy" Knutsson urges you to use Apple’s App Privacy Report to see what your apps are really up to.
Tech expert Kurt “CyberGuy" Knutsson talks about how to smoothly transfer your data from an old laptop to a new one using cloud storage or external drives.
Kurt the CyberGuy offers tips to safeguard your personal information as scammers become more sophisticated with scam texts and other methods.
WeRide's unmanned electric delivery van, the Robovan W5, has 194 cubic feet of cargo space and can carry payloads up to about 2,205 pounds
Kurt the CyberGuy recommends deleting 16 browser extensions immediately in response to a report saying more than 3.2 million web users were affected by a security breach.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
A robotics firm in China claims a robot has performed the world's first humanoid robot front flip, which is significantly more difficult than a backflip.
A digital ID may be even more secure than a physical ID. Storing your driver's license in your Apple Wallet is an ideal solution for commuters.
A cybersecurity firm has shed some light on just how common tax scams have become. Kurt the CyberGuy offers his advice for how to protect your refund.
Lifesize Plans offers immersive walk-throughs that allow customers the opportunity to tour a home's design before construction actually begins.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
A man invested $4 million in bitcoin and lost it all with a single click when he was targeted by a vishing scam, which uses phone calls to trick people.
Expandable's Touchdown is a designer trailer that promises a luxury off-grid living experience and unfolds into a home in about 15 minutes.
Major employee screening company data breach affects 3.3 million people. Tech expert Kurt “CyberGuy" Knutsson explains what happened and gives five ways to protect your data.
Kurt “CyberGuy" Knutsson reveals mind-blowing tech that gives you sunlight on demand.

DVD The Ultimate Consumer Digital Media

Digital Video Disc or as it is sometimes referred to... Read More

What Has A Portable MP3 Player Have To Do With Your Business

Plenty! When we made the decision to be our own... Read More

Digital Cameras: How Many Pixels Do I Need?

With the bewildering number of digital cameras on the market,... Read More

How To Buy An MP3 Player

Are you looking for an MP3 player but am not... Read More

Digital Cameras + Photo Printers = Quality Instant Photographs

In the 1950's and 1960's Polaroid's instant cameras were all... Read More

How Do MP3 Players Work? Digital Audio Technology Revolutionizes Music Enjoyment

Millions have enjoyed recorded music since 1877 when Thomas Edison... Read More

Consumer Electronic Information: The Basics of the DLP Projector

Projectors have come a long way in the past few... Read More

What are the Main Components of Any Computer, and Which are the Most Critical to Its Performance?

Computers are everywhere, and vary in specification, brands, sizes, shaped,... Read More

PC Owners - The Largest Criminal Gang Ever?

The year is 1981. IBM has just released the Personal... Read More

Spyware Remover

Your first step in removing dangerous infections from your computer... Read More

Looking For an MP3 Player?

If you don't have an mp3 player, and even if... Read More

Got Virus?

GOT VIRUS? Your Data is NOT lost forever!In the wake... Read More

Apache, MySQL & PHP for Windows

Apache, MysQL and PHP for Windows could be a nice... Read More

15 Good Programming Habits

1. Before sitting down for coding, you must have formal... Read More

Selecting a Personal Digital Assistant

A Computer in Your HandCarrying around an address book and... Read More

5 Steps to Remove Spyware for Free

Have you ever tried to remove Spyware off your PC... Read More

How To Speed Up Your Aging PC And Make It Healthier Too

With a little tweaking and with proper tools, you can... Read More

Cisco Certification: Building Your Home Lab, Part II

In the first part of this home lab tutorial, CCNA... Read More

5 Ways to Speed Up Your PC

No matter how fast your processor and regardless of how... Read More

USB Drives - What to Look For in a USB Device

Those small USB drives have so many names, pocket drives,... Read More

Can Movie Theatres Compete with Home HD TV in the Future?

The battle is heating up for market share, home movie... Read More

EDTV vs HDTV

Confused by EDTV vs HDTV? We don't blame you. The... Read More

5 Steps to Removing PC Clutter

It's hard enough as it is these days to get... Read More

Palm PC critique

I met an entrepreneur who hole heartedly disagree with an... Read More

What Exactly are Screensavers? - part I

After reading this good article you will know some important... Read More

Downers Grove limo Chicago ..