File Naming Conventions &
Directory Structure

File and directory naming conventions are key to creating a well-organized business. File organization provides many benefits, not the least of which is helping volunteers, staff, administration and board members navigate our files.

When business is well organized up front, directory and filenames are less likely to change down the road. A directory structure that mirrors the business model helps staff to stay focused on business objectives. New staff can easily learn the structure and the business with much less difficulty. Technical staff benefit from an organized structure when it comes time to determine ownership of files, backup the collection of files and clean up directories in order to keep files current.

Consistent structure and well-named files help everyone to get involved.

Goals

• encourage the use of clear and mnemonic filenames;
• promote a level of consistency in naming that will foster a relatively intuitive access to folders and files; and
• provide some ease with management and maintenance.

Guidelines

• resemble the business model (e.g., directories for board, operations);
• have file paths that are as logical and clear as possible and make sense to some people!;
• use only letters, numbers, a dash and an underscore. This will maintain maximum compatibility across operating systems and the Internet;
• not use spaces if the files are to be used on the Internet. CamelCase notation uses mixed case without spaces and is recommended;
• use un-abbreviated words or common acronyms; Abbreviations are harder to read for must people other than the author.
• use the shortest names that still convey the meaning;
• use group vocabulary were possible;
• avoid overly general directory names (e.g., Directory1, Directory2);
• create filenames in the context of their location with the directory structure. (e.g., each project folder many contain a ReadMe.txt file);
• be divided in to appropriate sub-directories. Large collections of files within a directory may best be divided in to smaller groups;
• not contain excessive versions of files. Avoid having files with serial numbers. (e.g.,Files named: Budget1.ods, Budget2.ods, Budget2b.ods leads to confusion about which one is the current budget);
• contain the minimum number of files to convey subject; and
• be regularly inspected, maintained, archived and backed up.