Why you need a file naming scheme
People make mistakes. They change their minds. They are inconsistent.
Computers may drive us crazy and occasionally fail, but their actions are predictable. When sorting data, “A” will always come before “B,” until other instructions are given.
Understanding this simple fact is the key to creating a useful genealogy file system that can be used by anyone with access to your digital files. Your heirs will not need special software, special operating systems, or special knowledge to retrieve and open your electronic files.
But. . . technology has limitations. Users rejoiced when Windows broke the 260-character limit for filenaming. However, after several years of “really long descriptive filenames that include many names places and dates,” genealogists are learning that lengthy filenames do not always play nice with other operating systems, software, or backup programs.
When files are nested inside file folders or moved to external hard drives, these storage locations are added to the file path, making the filename even longer.
Dropbox users may receive error messages during file sync because some programs may be unable to open files that exceed the maximum character length allowed by the operating system or software.
Tips for E-A-S-Y Filenaming
Avoid problems by following these four tips for easy digital filenaming:
E- Eliminate Special Characters
Forget all about the special characters scattered across your keyboard. Computers have special uses for these symbols that will conflict with filenames such as “Is this Grandpa?” or “Susan/Mary/Joan.” It’s best to omit any special characters:
! @ # $ % ^ & * ( ) [ ] ? / \ | < > , .
A – Avoid Spaces and Periods
Likewise, spaces and periods have another job in computer filenames. Spaces are often replaced with “%20” and the period is used to indicate a file extension such as .doc or .jpg.
Eliminate spaces in your filename; use underscores and dashes instead to separate parts of the filename, if needed. I use underscores to separate major parts of a filename such as name, date, place, event, and dashes to separtate sub-parts such as forename and surname. For example:
brown-frank_1910_us-census_ks-atchison-muscotah
S – Shorter is Better
When it comes to filenames, shorter is definitely better. You will be able to see more of the filename in your file listing and you’re less likely to run into problems with too-long filenames.
Decide on a file naming style or “convention” and be consistent. Choose a scheme that is shorter rather than longer. The filename is not the place to write our the full work “pennsylvania.” Use consistent, universal abbreviations such as PA.
Y – Year First, for Dates
Let your computer doesn’t what it does best: organize and sort. Decide if you will organize your files by date or by surname. Either way, when using a date as part of the filename, always use the YEAR first, followed by the day month, or month day (your choice, just be consistent)
E – A – S – Y
- Eliminate Special Characters
- Avoid Spaces and Periods
- Short is Better
- Year First for Dates
Establish good filenaming habits going forward and once you’re comfortable with a system, convert old filenames to your new system. Be kind to yourself and don’t try to change all your genealogy filenames to a new format until you find youself naming new files consistently and effortlessly in your new standardized format.
Looking for more ideas to streamline your genealogy digital workflow? Check out my book How to Archive Family Photos (available from Family Tree Books and Amazon).
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Great post Denise.
I studied database management and do it for a living, so I appreciate where you’re coming from with file naming, yet I’m big into tagging and describing my terribly named files on FamilySearch.org.
I like using Automator (which is on Macbooks) to batch rename. The replace text functionality can help clean up those symbols you talked about. Users may be a little intimidated at first that they’re creating an app, so just think of an icon you set on your desktop (or wherever) and drop files on to automatically rename them.
Going the other way – for files that are too generic, A Beter Finder Renamer is good for batch adding folder name to the beginning of file names. The free download of the program gives the ability for Mac users to rename 10 files at a time. The paid version could be useful for unlimited. Ex. If you have a folder name with the last name and you want it added to the beginning of all the files in the folder so you can then consolidate those to another folder without fearing it overwriting a file with the same generic name.
Thank you for posting the tips for filing your digital files. It was very helpful and I always learn a tip or two…..
Hi Wendy – Filenaming is one of those necessary, but not very fun, details in my book. Glad you found this helpful.
Thanks for the advice re file naming. HINT: I try to input date of picture and other information in the file (picture) properties TITLE and COMMENTS boxes within Windows. Not only do these transfer along with the picture file if moved, but this information appears as one moves the cursor over the filenames listed in directory view.
Carl: What very useful features for Windows users! Thanks for sharing this tip. As a Mac user, I missed this one.
Great post, Denise. I didn’t realize I shouldn’t use spaces in my file names! I have some work to do now, but at least I can go forward with underscores. I like to use the year first also, it makes such a nice timeline for the records in an individual’s files.
Thanks for all of your great tips,
Diana
Using the date first in the filename really speeds up my retrieval workflow. Glad you found these ideas helpful, Diana.
~Denise
1. Been doing a complete re-do of my file system. One little thing. A dash will stop a highlight from grabbing the whole file name. Example:
Anguin_Florence_b_1858-US_Census_1880.jpg
The hyphen between 1858 and US will stop me from opening the file without dragging the mouse across the whole name. Not a big problem but if a file name uses only underscores, one right click and it grabs the whole file name. No biggie, just FYI
2. I’ve changed my naming convention even as I’m renaming them. Got irritated with myself until I realized there are programs that will handle batch renaming. For example: I now want the State name in the file name with “headstone” but I can use a program to search for all the “headstone” files and quickly add the state to each one.
My files are from my genealogy program and being saved in Windows Explorer files. . Even naming the relatively few photos I have there, I see that naming photos will be more challenging. Have your Archiving Keepsake book and will be getting your photo book next. Thanks, Beth
Thanks for this workaround Beth. As a Mac user I missed this gotcha. Good to know.
Very logical. Thank you
Thanks, Patricia. Glad this was helpful for you.
Thank you for this post! File naming is a challenge and sometimes I think we get way too complicated with it.
I agree, Delia. Keep it simple. Whatever system you use, I have found these basic tips help keep the overall filename manageable.
After watching your video on paperless organizing, I started with your EASY system. I like it. I haven’t digitally saved anything of my genealogy and I see this as a daunting project. Overwhelming to think about where to start, so I began with my current research finds.
As technology changes it seems impossible to keep up with it all, but this is a start for me. Thanks for the ‘push.’
You are so welcome, Suzanne! Glad to help with ideas to tame the digital clutter.