Introduction to Digital File Management

Rebekah Cummings, Research Data Management LibrarianMarriott Library All-Staff

August 19, 2015

Digital files are messy

“MyData.xls”

“MeetingNotes.doc”

“Presentation.ppt”

“Assignment1.pdf”

File naming best practices

1.Be descriptive

2.Don’t be generic

3.Appropriate length

4.Be consistent

5.Think critically about your file names

File naming best practices

• Files should include only letters, numbers, and underscores/dashes.

• No special characters

• No spaces; Use dashes or camel case (like-this or likeThis)

• Not all systems are case sensitive. Assume this, THIS, and tHiS are the same.

Version Control - Numbering

Use leading zeros for scalability

001002003…009010…099

11023999

Without zeros

Version Control - Dates

If using dates use YYYYMMDDJune2015 = BAD!

06-18-2015 = BAD!

20150618 = GREAT!

2015-06-18 = This is fine too

File organization best practices

• In a perfect world, top level folders should be mutually exclusive and exhaustive.

• Sub-structure should have a clear and consistent naming convention.

• Document your folder structure in a README text file.

README files

Want additional training?

• Marriott Library Workshop – “Organized Research Through Better Data Management” – August 31st; 2-3 pm; Rm. 1170

• Staff Training Workshop – “Digital File Management” – September 30th, 2-3pm, Staff Training Lab