Organize

Large research projects can generate hundreds of data files. Short descriptive file names and a simple file hierarchy make these files easier to navigate and locate.  Set up conventions for your project, document them for all team members, and be consistent.

Download our File Naming Guidelines as a PDF

Download our Directories Structure Guidelines as a PDF

Recommended conventions:

Denote dates in YYYYMMDD format

Use: 20180403

Don’t Use: 04032018

Why? Because computers sort YYYYMMDD in the proper chronological order.

 

Use a short unique identifier (e.g. Project Name or Grant #)

Use: CHHM

Don’t Use: Centre for Hip Health and Mobility

Why? Because short filenames prevent the need for side scrolling and column adjustment.

 

Include a summary of content (e.g. Questionnaire or GrantProposal) as part of the file name

Use: FileNm_Guidelines_20180409_v01.docx

Don’t Use: FileNm_20180409.docx

Why? Because files will be easier to find.

 

Use _ (underscore) as a delimiter. Avoid SPACES between words and these special characters: & , * % # * ( ) ! @ $ ^ ~ ‘ { } [ ] ? < > –.

Use: FileNm_Guidelines_20140409_v01.docx

Don’t Use: FileNm Guidelines 2014 04 09 v01.docx

Why? Because different computer systems handle special characters differently – filing order, etc.

 

Keep track of document versions either sequentially (e.g. v01, v02,) or with a unique date and time ( e.g. 20140403_1800)

Use: FileNm_Guidelines_20140409_v01.docx

Don’t Use: FileNm_Guidelines_20140409_Review.docx AND FileNm_Guidelines_20140409_Investigation.docx

Why? Because two years from now, you won’t remember what you meant.


A good file naming system will replace an extensive folder hierarchy. Limit the number of nested folders and strive to make hierarchies as simple as possible. Complex folder hierarchies are harder to navigate and offer more opportunities for filing errors. System back-ups may take longer.

Use: F:/ Env/LIBR/DataMgmt_FileFormats_20140409_v01.docx

Don’t Use: F:/Environment/Library/Woodward/Data/Education/Materials/Draft/2014/04/-DataMgmt_FileFormats_20140409_v01.docx

Why? Because complex folder hierarchies are harder to navigate and offer more opportunities for filing errors. System back-ups may take longer.

 

Need help? Contact research.data@ubc.ca.