Archives November 2018

Directory Structure and File Name Conventions

by Billy J Long Guidance, PSA Articles

Article (PSA‑0010)

Why Organised Folders & File Names Matter

Clear, consistent folder hierarchies and descriptive file names make it easy for anyone – you, a colleague, or a future replacement – to locate, sort, and understand data without having to open every file. When the structure is well‑planned you also reduce the risk of accidental overwrites, improve backup reliability, and simplify compliance audits.

General Principles

  • Consistency is king. Choose a convention and apply it everywhere.
  • Keep it human‑readable. A person should understand the purpose of a folder or file just by glancing at its name.
  • Stay within OS limits. Most file systems allow 255 characters per name and 260 characters for a full path (Windows) or 4 KB per path (Linux/macOS). Avoid nesting too deeply.
  • Separate concerns. Use top‑level directories for major categories (e.g., Personal, Business, Projects, Archives).

Designing a Folder Hierarchy

1️⃣ Top‑Level Categories

Start with a few broad folders that reflect the primary purpose of the data.

/Personal
/Business
/Shared
/Archives

2️⃣ Sub‑Categories by Type

Inside each top‑level folder, group by data type or function.

/Personal/
    Documents/
    Pictures/
    Music/
    Finance/
    Health/

 /Business/
    Clients/
    Projects/
    Marketing/
    HR/
    Finance/

3️⃣ Time‑Based Segmentation (when relevant)

For large, chronological collections (photos, invoices, logs) add a date hierarchy. Use the ISO‑8601 format YYYY‑MM (or YYYY‑MM‑DD) – it sorts naturally.

/Personal/Pictures/2024/01_Jan/
/Business/Finance/Invoices/2024/01_Jan/

4️⃣ Project‑Oriented Segmentation

When a project spans multiple data types, create a dedicated project folder and nest type‑specific subfolders inside it.

/Business/Projects/ABC_Redesign/
    Docs/
    Designs/
    Deliverables/
    Archive/

File‑Naming Conventions – Actionable Rules

  1. Date format – Use YYYYMMDD (or YYYY‑MM‑DD) at the beginning or end of the name. This format sorts correctly and avoids ambiguity across regions.
  2. Scope identifiers – Add short, standard abbreviations for:
    • Project code – e.g., ABC for Project ABC.
    • Department or client initials – e.g., HR, ACME.
  3. Versioning – Use zero‑padded numbers (v001, v002) so that lexical sorting matches chronological order.
  4. Descriptive title – Include a concise subject (max 3‑4 words) that remains meaningful outside the folder context.
  5. Separator choice – Use either _ (underscore) or - (hyphen) consistently. CamelCase is acceptable but avoid mixing styles.
  6. File‑type extension – Keep the correct extension (e.g., .pdf, .xlsx) as the last element.

Example File Names

20240415_ABC_Proposal_v001.pdf
20240328_HR_EmployeeList_v03.xlsx
IMG_20240112_Jan_Holiday.jpg
2024-04-30_Invoice_ACME_001.pdf

Do’s & Don’ts (quick reference)

  • Do use only alphanumeric characters, underscores (_), hyphens (-), and periods for the extension.
  • Do keep names concise – aim for ≤ 30 characters (excluding extension) when possible.
  • Do make the name readable without relying on the folder path for context.
  • Don’t use spaces, tabs, commas, semicolons, or special symbols (e.g., # $ % & *).
  • Don’t use all caps for the entire name; reserve caps for abbreviations only.
  • Don’t embed version control software identifiers (like .git) in regular file names unless the file is truly part of a repo.

Practical Tips for Implementation

  1. Document the standard. Create a one‑page cheat sheet and store it in the root folder (e.g., README_FileNaming.txt).
  2. Automate where possible. Use bulk‑rename tools (PowerRename in PowerToys, Bulk Rename Utility, or scripts) to retrofit existing files to the new convention.
  3. Leverage OS features. Use “Quick Access” (Windows) or “Favorites” (macOS) to pin frequently used top‑level folders.
  4. Regularly audit. Conduct a quarterly review to ensure new files follow the rules and to prune empty or obsolete folders.
  5. Back up consistently. A predictable folder structure improves backup reliability and makes restores faster.

When Working in a Team or Organization

  • Adopt the same hierarchy across all shared drives or cloud storage (OneDrive, Google Drive, SharePoint).
  • Agree on a master list of abbreviations (project codes, department IDs) to avoid collisions.
  • Include the naming policy in onboarding material and enforce it through periodic spot‑checks.

Bottom Line

A well‑designed folder tree combined with a clear, consistent file‑naming scheme turns a chaotic data dump into an organized, searchable library. Adopt the rules above, document them, and enforce them – the time you invest now saves countless hours later.

Need Assistance?

If you’d like help designing a folder hierarchy, creating a naming standard for your team, or cleaning up an existing file system, call PSA Computer Services at (707) 506‑6802.