CART
Suggestions and Tips for Naming Digital Documents
The following suggestions, criteria and information are elements that can be used for digital document names. It is suggested that each organization develop their own standards and guidelines for document naming conventions.
Date Standardization
Use the U.S. standard (MM-DD-YYYY) or the international date format (YYYY-MM-DD) for consistency. Always include relevant dates at the end of file names to ensure the document’s context is clear, even if creation dates are lost when files are moved or emailed.
Descriptive First Text
Begin file names with the key classifier most users will associate with the document. Avoid vague terms like “general” or “miscellaneous.” Use clear, complete descriptors with spaces, dashes (-), or underscores (_) and minimize abbreviations to improve search-ability.
File Name Length
Keep file names concise, as most systems limit file paths to 255 characters, including all folders and separators.
Separators and Special Characters
Use underscores (_), dashes (-), or spaces to separate words in file names for clarity. Avoid special characters (\ / : ; * ? “ < > [] &) that may cause errors in certain systems.
Avoid Acronyms When Possible
Spell out words instead of using acronyms to optimize search functionality in document management systems. Use acronyms sparingly to keep names concise when necessary.
Version Control
Include version numbers in file names when needed, using the format v01, v02, v03, along with a revision date, e.g., Records Management Report_01-31-2025_v02
EXAMPLE: Records Management Briefing Company Name_ v02_01.31.2025_kjm
To learn more how to organize computer documents, download the free report
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