Best Practices: File Naming

One of the first steps in managing your data is choosing a file naming scheme and a folder structure. Consistent file names allow you to easily see what is in a file, and your folder structure is your primary tool for grouping similar or related files. Establishing your naming scheme and folder structure, and then using them consistently, will pay off in the end when you and any collaborators are able to easily navigate to your data files and clearly understand what they contain.

File Naming

File names should provide enough information to know what is in the file and where it fits into the project – without being too long or cryptic. A well-documented naming scheme will allow you and any future users to find files easily.

File names should: Example:
Embody their content, including major parameters. bflo_lake_erie_water_temp_20250315.csv bflo_downtown_traffic_count_rush_hour_20250401.xlsx
Have intuitive (non-cryptic) names where possible.

✓ elmwood_village_business_survey_2025.pdf

✗ ev_bus_srvy_25.pdf

✓ peace_bridge_inspection_report_20250210.docx
Be extensible. "ex001" not "ex1"

✓ Good (extensible):

bflo_lake_erie_sample_001.csv

bflo_lake_erie_sample_002.csv

bflo_lake_erie_sample_010.csv

bflo_lake_erie_sample_100.csv

 

✗ Bad (not extensible):

bflo_lake_erie_sample_1.csv

bflo_lake_erie_sample_2.csv

bflo_lake_erie_sample_10.csv

bflo_lake_erie_sample_100.csv
Be unique, where possible and practical. 

bflo_bills_stadium_soil_sample_north_gate_20250308.csv

elmwood_ave_pothole_survey_block_001_20250415.xlsx
Do not use special characters --restrict file names to numbers, letters, and underscores.

✓ bflo_canalside_event_attendance_20250520.csv

✗ bflo canalside event (may 2025) attendance!.csv
Use consistent, documentable rules for naming files.

Rule: [location]_[subject]_[data_type]_[YYYYMMDD].[ext]

 

bflo_allentown_rent_prices_20250301.xlsx

bflo_delaware_park_tree_census_20250415.csv

bflo_harbor_water_quality_20250520.json

Elements to Include:

  • Date
  • Project name
  • Type of data
  • Conditions
  • Location/spatial coordinates
  • Researcher info
  • Version

Tips:

  • Be brief
  • Use YYYYMMDD format (ISO Standard)
  • Abbreviate when it makes sense (e.g., bflo for Buffalo)
  • Use leading zeros (e.g., 001, 002)
  • Use underscores, hyphens, or remove spaces
  • Avoid special characters
  • Consider sorting order
  • Think about other users

Renaming Options:

  • Manual renaming
  • Use software tools
    • Bulk Rename Utility (Windows, free)
    • Renamer 6 (Mac)

Example:

Original (not recommended):

Buffalo Outer Harbor Bird Survey Spring 2025.xlsx

Improved versions:

  • bflo_outer_harbor_bird_survey_202503.xlsx
  • bflo-outer-harbor-bird-survey-202503.xlsx
  • bfloOuterHarborBirdSurvey202503.xlsx

These formats:

  • Use bflo as a recognizable local abbreviation
  • Replace spaces with underscores or hyphens
  • Include a date in YYYYMM format
  • Are easier to sort, scan, and share

File Naming

Your folder structure may be simple (just a list) or complex (mult-level hierarchy) depending on the complexity of your project. The folder names and structure should complement your file naming scheme.

  • Research compendium approach
    • One folder per project
    • Standard project subfolders (raw data, data scripts, plots, etc.)
    • Separate data, analysis and outputs
    • Documentation describing pieces and how they fit together (README)
Screenshot of an example of a small research compendium, including description, README, data, and analysis.

https://doi.org/10.1080/00031305.2017.1375986