How to name your digital files so they are easy to find (title, notes, keywords, tags, filenames, searchable, naming convention)

New File

Have you ever been unable to find a file on your computer you knew you saved? I know I have. Over the years I've developed a naming convention to make it easier to find my files. Here are the components of that system.  

Be Explicit when Naming

When naming a file strive to capture the entire idea of a file within your filename so that it is searchable, recognizable, and knowable.

Searchable

Filenames capturing the entire idea of file will naturally contain keywords making your file searchable. This gives you the flexibility to find your files using keyword searches instead of relying extensively on folder hierarchies. 

Recognizable

Whether you use a keyword search or a folder hierarchy to find your files, an explicit filename will make your file more memorable so you recognize it when you see it.

Knowable

Explicit filenames help you understand the contents of a file without having to open it. 

Include Additional Keywords

No matter how explicit you are with your filenames, there will always be keywords that are missing. If you want the option of searching for your file by keyword, then consider adding additional keywords after your title. You could surround your keywords with parenthesis separated by comma like this post's title. When creating your keywords try to anticipate the terms you might use when searching for your file. If the file belongs to a project, use the projects name as one of your keywords.

Update Filenames As Needed

Whenever you do a keyword search and are unable to find a file immediately, update that filename to include those missing keywords. If you make major changes to the contents of a file, update the filename to reflect those changes. 

As you update your filenames over time, they will become even easier to find. 

Why This System

This system works across applications and doesn't rely on metadata, tags, or app specific features. Your explicit filenames, additional keywords, and filename updates will make your files easy to find.

What has your experience been with saving and retrieving your files? Do you have a system in place that works well for you?

Comments

Post a Comment

Popular posts from this blog

If you combine finances with a partner, give yourselves a personal allowance (joint accounts, budgeting, money)

Image
When I first was married I thought the best way to manage money was have all of our finances combined (including personal spending money). I was absolutely convinced of this. We would learn to be perfectly united and act as one as we managed our money. I no longer believe this to be the case. Issues with Having No Money to Call Your Own When you have no money to call your own it is too easy, or conversely too difficult, to spend money on yourself. Those who find it easy to spend money themselves create waste from overspending. Those who find it difficult to spend money on themselves find dissatisfaction from restriction.   When my wife and I married we combined our finances 100% because we thought that would be best. However, we quickly found I was great at justifying my purchases and finding the money in our budget to cover it. My wife, on the other hand, had a hard time justifying spending money on herself when it was considered family money. Neither of us were trying to c...
Read more