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Thompson, Keri;Smithsonian Libraries
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2019-02-19 09:26:57.943383
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Smithsonian Data Management Best Practices Naming and Organizing Files Name and organize your files in a way that indicates the ir contents and s pecifies any relationships to other files. The five precepts of file naming and organization : Have a distinctive , human – readable name that gives an indi cation of the content . Follow a consistent pattern that is machine – friendly . Organize files into directories (when necessary) that follow a consistent pattern . Avoid repetition of semantic elements among file and directory names . Have a file extension that m atches the file format (no changing extensions !) FILE NAMING A file name should enable disambiguation among similar files and, for large numbers of files that make up a dataset, facilitate sorting and reviewing. Ideally, file names should be unique . Keep in mind tha t files can be moved and, without the inherited folder structure, important descriptive information about the contents could be lost. Consider whether a filename would be meaningful outside of your chosen directory structure, and if not, how important the loss of that context would be, e.g., if the date a file was created is important, include it in the filename rather than just the directory name. To provide a description of the file contents in the name itself, you should include elements such as: a date , or at least the year, the contents of the file were created, in the YYYYMMDD format (four digit year, two digit month, two digit day . ) o start the filename with the date if it is important to store or sort files in chronological order . the project name , or documented abbreviation for the project. an accession or other standard record numbe r if data is based on or includes SD – 600 collections . your organization’s name or abbreviation (if files are to be shared among collaborators . ) the location related to the contents of the file, such as city, research site, etc. a version number , prefaced b y “v”, or another indicator of the file content’s status such as “_draft” “_final” or similar. o Avoid starting the filename with version number, “draft” or “final” an ordinal number padded with zeros (particularly if the file needs to be sequenced/sorted w ith many other files). o use a minimum of two zeros for padding, with as many as necessary to accom m odate the quantity of files you expect, e.g., if you expect 1,200 data files from one instrument, pad the filenames with three zeros, starting with _0001 Fil enames for any given project or program should follow a consistent pattern . Adopt a pattern that will enable you to make filenames unique within each project, and are machine – friendly. Omit spaces and punctuation other than hyphen and underscore . Use unde rscore or ” camelCase ” between file name elements , e.g., my_data_file.txt or myDataFile.txt . Neither approach is better – just choose one and stick to it! Do n ot use spaces, tabs, semicolons or periods to separate elements of a file name. Try to use only A SCII – encoded alphanumeric characters , e.g., letters found in the Latin alphabet, and numbers between 1 and 10. Limit the name to 25 characters in length if possible. Short but meaningful is best .
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