How do you label your computer files? Most of us pass files to family, friends and business associates almost every day. Even if your files never leave your computer, it is still good practice to give every file a unambiguous name that is easy to identify.
I’m a stickler for clear, precise file names. I have to be. I receive files from many different sources — mostly from my newspaper customers.
Sometimes I receive a file that is called “Issue 2.” Issue 2 — what newspaper? And what date?
I use a simple, yet specific, system to name newspaper files. Let’s say the newspaper is called Media Trends. I would add the newspaper’s name to the file — “Media Trends Issue 2.” That’s better, but now let’s change “Issue 2″ into a date — “Media Trends April 2010.” Now you have a file that can be easily identified by anyone.
Even better, reverse the order of name and date: “2010 April Media Trends.” Why? Because when I’m looking at my files in name order, all the 2010 files will be together! And in my archive folder, the older issues will line up one on top of the other.
If you put out many issues per year, you could identify them with a full date, “01_15_2010 Media Trends,” 01_30_2010 Media Trends,” etc. Then, when you look for an old issue, you’ll open your archive folder and see this:
01_15_2010 Media Trends
01_30_2010 Media Trends
02_15_2010 Media Trends
Once you start using a consistent format you’ll realize it’s actually a time saver. It will be easier to keep track of your files. And the people you send your files to will appreciate an understandable name.
This is great information. Consistency is key. I look forward to implementing this time saver. Thanks!
Yes, consistency is the way to go. It took several weeks of really being alert to my file name protocols, but now I do it automatically.
The same goes for picture files. You know how they come out of the digital camera with file names like DSCN0295? After I download my images from the camera to computer, I rename all my photo files.
For example, from a vacation last year, I have a folder called “West Coast Trip Aug 2010.” Inside, each photo has a short description, like “Redwoods 2.jpg.”
Of course, I have to open each file in Photoshop for adjustments and cropping — but I’ll save that discussion for another blog entry, LOL.