What makes a good naming convention

Where capitalised acronyms are used in file names, the acronym should appear in capitals and the first letter of the following word should also be capitalised. Keep file names short, but meaningful. Where the remaining file name is still meaningful within the context of the file directory these elements can be removed.

This helps when trying to retrieve the latest dated record. For example, if the records are retrieved according to their date, the date element should appear first. If the records are retrieved according to their description, the description element should appear first. This helps to retrieve the latest record number. It is important to be able to differentiate between these various drafts and the final version by giving them each their own number and designation.

Avoid using team names as the basis for folder names as your organisational structure may change; and, vauge names like Misc. DON'T A. Don't use initials, abbreviations and codes that are not commonly understood. How you name your documents plays a big role in your ability to find them for later use.

It is for this exact reason that file names cannot be random. Imagine a scenario where each employee in your organization uses their own file name. It defeats the very purpose of documentation and knowledge sharing. In simple terms, a naming convention refers to a framework used for naming your files in a specific way.

This should be descriptive and consistent throughout the organization. It is always best to use a naming convention to describe the contents of the files. Your file naming convention should typically start before you begin collecting data. This helps you avoid a backlog of randomly named, unstructured content that is more likely to be misplaced. Naming conventions are recommended for any place that involves the collection and storage of large volumes of data. It can be used for filing systems, databases, programming, software development and much more.

When using a file naming convention in IT documentation, you need to deploy it as soon as you start using your documentation software. This ensures consistency in naming right from the very beginning of your automated documentation process. The main purpose of naming conventions is to keep your work organized. When your data is consistently organized, it becomes easy to process and get results. Without any structure in your naming, analyzing large volumes of data could become chaotic. In addition to the time wasted searching for data, you are also likely to face issues with duplicate files, resource wastage, errors, etc.

While there is no right or wrong way to name a file, you can follow a specific set of naming guidelines to provide structure to your data. Remember, your naming should be consistent throughout the organization. Also, it should be based on the needs of your organization.

Including dates in a filename is a great way to identify when it was created and to sort out different versions. When you include dates, make sure you follow a standard format for all files. As we mentioned earlier, there is no right or wrong way to name a file.

However, you can follow a specific case style to ensure consistent naming across your organization. These cases differ based on how they combine different words into a single string.

This involves capitalizing all words except the first word and removing the space in between them. For instance, public domain software can be written as publicDomainSoftware. This involves capitalizing all words in the name, including the first, and removing the space in between them.

For instance, public domain software can be written as PublicDomainSoftware. They'll improve the security of your files to keep them safe from hackers and other unauthorized users. And they'll make you more efficient, freeing up staff time for other tasks.

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Smooth retrieval Without a naming convention, your best bet for finding the right file is to use the computer on which the file was originally created. How to create a file naming convention So what exactly is the best way to name files? Start with the date of creation Starting your file name with the date the file was created is an easy way to sort your files.