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
It's a good idea to set up a clear directory structure that includes information like the project title, a date, and some type of unique identifier.
Individual directories may be set up by date, researcher, experimental run, or whatever makes sense for you and your research.
File names should allow you to identify a precise experiment from the name. Choose a format for naming your files and use it consistently.
You might consider including some of the following information in your file names, but you can include any information that will allow you to distinguish your files from one another.
Another good idea is to include in the directory a readme.txt file that explains your naming format along with any abbreviations or codes you have used.
Denote dates in YYYYMMDD format
DO: Use 20180403
DON’T: Use 04032018
BECAUSE: Computers sort YYYYMMDD in chronological order.
Use a short unique identifier (e.g. Project Name / Experiment Name or Grant #)
DO: CHHM
DON’T: Centre for Hip Health and Mobility
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
DO: FileNm_Guidelines_20180409_v01.docx
DON’T: FileNm_20180409.docx
BECAUSE: Files will be easier to find.
Use _ as delimiters. - Avoid these special characters: & , * % # * ( ) ! @$ ^ ~ ‘ { } [ ] ? < > –
DO: FileNm_Guidelines_20140409_v01.docx
DON’T: FileNm Guidelines 2014 04 09 v01.docx
BECAUSE: Different computer systems handle special characters differently – filing order, etc.
Do not use spaces.
Some software will not recognize file names with spaces, and file names with spaces must be enclosed in quotes when using the command line. Other options include:
Do: Use Underscores, e.g. file_name.xxx
Can: Use Dashes, e.g. file-name.xxx
Can: Use No separation, e.g. filename.xxx
Can: Use Camel case, where the first letter of each section of text is capitalized, e.g. FileName.xxx
When using a sequential numbering system, use leading zeros for clarity and to make sure files sort in sequential order.
Do: use "001, 002, ...010, 011 ... 100, 101, etc."
Don’t: Number using "1, 2, ...10, 11 ... 100, 101, etc."
Keep track of document versions either sequentially (e.g. v01, v02,) or with a unique date and time ( e.g. 20140403_1800)
DO: FileNm_Guidelines_20140409_v01.docx
DON’T: FileNm_Guidelines_20140409_Review.docx AND FileNm_Guidelines_20140409_Investigation.docx
BECAUSE: Two years from now, you won’t remember what you meant.
Make folder hierarchies as simple as possible
DO: F:/ Env/LIBR/DataMgmt_FileFormats_20140409_v01.docx
DON’T: F:/Environment/Library/Woodward/Data/Education/Materials/Draft/2014/04/-DataMgmt_FileFormats_20140409_v01.docx
BECAUSE: Complex folder hierarchies are harder to navigate and offer more opportunities for filing errors. System back-ups may take longer.
Keep file names under 32 characters. Longer file names do not work well with all types of software.
File names should be short enough to be readable, while still conveying enough pertinent information.
Good filename example: DV_ICPOES_20101115_JDSv2.dat
Renaming files
You may already have a lot of data collected for your project and wish to organize and rename these files for easier data management. If you have too many files to rename them all by hand, try one of the following applications for renaming your files:
Adapted from:
Research Data Management DataGuide. UBC Library. Accessed March 8th, 2021 https://researchdata.library.ubc.ca/files/files/2017/05/RDM_DataGuide_V04.2_20170530.pdf
UBC Library. Research Data Management. Organize. Accessed March 8th, 2021 https://researchdata.library.ubc.ca/plan/organize-your-data/
Stanford Libraries, Research Support, Data Management Services. “Best practices for file naming”. Accessed February 22, 2021, https://library.stanford.edu/research/data-management-services/data-best-practices/best-practices-file-naming