Skip to main content

File Naming Best Practices

File Naming Best Practices

 

Part 1 Content Library:

 

To maintain clarity and consistency across multiple versions of content in your library, follow these best practices. It is essential to establish a convention before you begin in order to prevent a backlog of unorganized content that will lead to misplaced or lost documents.

 

File Naming Convention

Use consistent formatting (avoiding spaces, special characters, and excessively long names. Use underscores (_) or hyphens (-)

 

[Topic]_[Version#]_[Date].[filetype]

 

Example: SafetyTraining_2025_V3.jpg (yearly changes)

 

Note: Date can be more or less specific depending on how often files are changing.

 

Example: SafetyTraining_ May2025_V3.jpg (monthly changes)

Example: SafetyTraining_2025_0507_V3.jpg (frequent changes)

 

The version number is at the end of the file name so you can quickly find the most updated file.

 

Versioning Guidelines

  • Start with V01 for the first draft.
  • Increment the version number with each major change.
  • Use the date to track when the version was created.
  • Avoid using terms like “final” or “latest”.

 

Benefits of good file naming:

  • Improved organization: Easy to find and retrieve files.
  • Reduced errors: Minimizes confusion and accidental overwrites.
  • Enhanced collaboration: Makes it easier for teams to share and access files.
  • Better data management: Facilitates long-term data storage and retrieval.
  • Increased efficiency: Saves time and effort in locating and managing files.

Part 2 LMS Features to practice naming conventions:

 

Features within the LMS you will want to utilize naming conventions are listed below.

 

  1. Forms: The Form name does not show for your learners. Use a naming convention that will work for your administrators when running reports and integrating the forms into courses.

 
 

  1. Assessments: The Assessment names show for your learners. Keep this in mind when naming.

 
 

 

  1. Courses: Maintain a consistent format throughout your course catalog. Courses can be used multiple times however depending on your use consider that you might need to update activities on a yearly basis.  
    Examples:  
    Quality Assurance Manual 2024 
    Quality Assurance Manual 2023 
     
  2. Classes: If you plan to have live classes that are repeating add date to class name to optimize Class List search. Course Subject + (MM/DD/YYYY)  
    Example:  
    Quality Assurance Manual (05/14/2025) 
    Quality Assurance Manual May 2025

 

Related articles