At Stacks, we believe storytelling starts with structure. Every photo, video, and design file has potential, but only if your team can find it, trust it, and use it. That’s why we care so deeply about the little things that make a big impact in digital asset management, like file naming conventions.
When your assets are consistently named and easy to search, you’re saving time and enabling every person in your organization to tell your story clearly and confidently. Filenames establish storytelling infrastructure.
File naming conventions are the simplest, most powerful way to bring order to your content library. They create a shared language across teams, reduce confusion, and make every asset findable and reusable, no matter who uploaded it or when.
In this guide, we’ll share how to create naming conventions that work for your team: simple, scalable systems that make DAM easier to manage and storytelling faster to deliver. You’ll learn what file naming conventions are, why they matter, and how to build a framework your whole organization can follow.
Continue reading to learn:
- What a filename is
- The definition and purpose of file naming conventions
- Why file naming conventions are important
- How to establish a file naming convention
- How to create effective file names
- File naming convention best practices
- Examples of file naming conventions
What Is A Filename?
A filename is an identifying label given to a computer file, used to uniquely identify each asset within a library of digital files.
Users customize file names to easily identify and access what they’re looking for, and to create an organized system for managing files.
Filename extensions are part of a filename that define the type of file and are not customizable. Common filename extensions you may see include:
- .jpg (image file)
- .mp4 (video file)
- .mp3 (audio file)
- .psd (Photoshop file)
- .pdf (PDF document)
- .txt (text file)
- .csv (CSV file)
What Is A File Naming Convention?
A file naming convention is a defined, logical framework for naming digital files in a descriptive way that summarizes their contents and makes it easy to comprehend. It’s a standardized process that makes naming, locating, and accessing files seamless.
The foundation of an organization’s file naming convention is based on common keywords or controlled vocabulary, use cases, industry, business size, and other factors.
Why Are File Naming Conventions Important?
File naming conventions set a standard for everyone in an organization to follow. There are several other key benefits of having a clear and understandable file naming structure, including:
- Organization
- Accessible, efficient search
- Universal understanding
Organization
How you organize assets within your library is one of the most important pieces of effective digital asset management. Most library platforms, whether they are servers or cloud-based DAM platforms, organize files by file name.
For this reason, developing a file naming standard for your organization will instantly help reorganize your files and make your library more efficient.
Accessible, Efficient Search
Enabling users to quickly search for and find high-quality, relevant assets is one of the core goals of file management. You can create an effective search in several ways, but one of the simplest is through file names.
Unlike other search methods like metadata tagging and folder structures, file names are searchable, no matter what platform is used to store assets. By creating a standard file naming convention, users always know how to search for and find the right asset.
Universal Understanding
With standardized filenames, users across the organization, regardless of department or experience level, will have a good idea of what file names mean before they even access the library.
They do not have to remember the different naming conventions used by other departments or contributors. They will also be able to quickly understand the purpose, origin, and content of an asset by its file name.
How To Establish A Standardized File Naming Convention
The process of establishing a file naming convention can be broken into three steps:
- Step 1: Build a File Naming Convention
- Step 2: Apply New & Improved File Names
- Step 3: Develop and Define a Process for Using & Managing File Names
Each one affects the other directly. If your end-users aren’t using your file naming convention, it likely has some problems that need to be addressed. If you’re having trouble managing assets using file names, they probably haven’t been applied correctly.
Step 1: Build a File Naming Convention
Identify Your Core File Types and Use Cases
Within your digital asset management (DAM) program, you may have many separate teams using different file types across dissimilar use cases. Different types of files may need to have slight variations in file naming conventions. To ensure these issues are addressed, every team should have a representative in the stakeholder group that's building the convention.
Identify Your Core Components
There are standard components that every file name shares. These include creation date, sequence number, and file extension. Other than these, determine what other elements you need in your file names. These can include creator name or initials, location, project name or number, channel or use, and/or version number.
Limit The Number of Components
While you’ll need some kind of descriptor in your file name, always limit the number of components to 4-5, including the standard ones. Different types of files may need different components.
Be sure to prioritize simplicity when developing file names, especially if your organization is also implementing metadata tags and descriptions. In general, file names shouldn't be over 25 characters long in any use case. Otherwise, many of your systems won’t recognize the assets.
Step 2: Apply New & Improved File Names
Use Underscores & Capitalization, Not Special Characters
As you’ll see in the example below, each component in the file name is separated by an underscore, and each component is capitalized (as necessary). This simply makes your file names easier to read and decipher than a file named “20220214leadershipbrunchjohnsmith0001.jpg”.
Beyond underscores (or dashes), do not use special characters such as accent marks, punctuation, and other symbols found above the numbers on your keyboard (@ # $ % ^ & *).
Put Creation Date First (Almost Always), Starting With The Year
The reason for this is simple and practical. When files are organized into folders, they are sorted by their name. When the file name starts with a number, they are sorted numerically, with the lowest numbers being first in line. If these numbers are the date starting with the year, the oldest assets will be at the top.
You can easily switch the default around to show the newest assets first, making finding new assets easy for users. Otherwise, assets will be sorted alphabetically, making it much more difficult for users to navigate through them.
Batch Rename Files to Save Time
Tools like Adobe Bridge, PhotoMechanic, or a DAM platform enable you to quickly rename entire folders of files, making it easy to rename new files as they are ingested into your DAM system. These tools also give users a preview of what the new file names will look like, making quality control simple. With some DAM platforms, you can even set file naming conventions in the software, ensuring that your users stick to your standard.
Step 3: Develop and Define a Process for Using & Managing Filenames
Document Your File Naming Conventions and Make The Information Easy To Access
Document all relevant digital asset management standards in one place that's accessible to everyone in your organization. Be sure to use real-world examples as much as possible. A visual example is always the best way to ensure your end-users understand how to name assets correctly. The format below is an easy-to-understand visualization:
Match Descriptive Keywords With Your Taxonomy and Controlled Vocabulary
For example, if a sports team uses “Action” as one of their file naming components, the terms used to fill that field shouldn’t be random or up to the user naming the asset. The options for this field should be a predetermined list of keywords that match the organizational language already in use.
Otherwise, the sports team could end up with images showing a quarterback passing a football named “20211231_Throw_PD_0001.jpg” and “20211231_Pass_JS_0001.jpg”. This would hurt the searchability of the assets because users would need to guess which action word the photographer used to name them.
How To Create & Apply Effective Filenames
Once you’ve established a naming convention, it’s time to name your files! Here are a few steps to follow as you create and apply filenames:
- Consider the length of your filenames
- Start with the date
- Incorporate relevant keywords
- Use Capitals, underscores, and dashes
- Avoid special characters
- Preserve file type extensions
1. Consider the Length of Your Filenames
Keep your file names short. A good rule of thumb is for each file name to be under 25 characters.
2. Start With The Date
You’ll want your files to automatically organize themselves from newest to oldest or oldest to newest within the folders. Starting your file names with the date automatically does this for you! Dates should be formatted either YYMMDD or YYYYMMDD so they filter by year first, month second, and day last. So, for an image taken on May 15, 2021, the file name would start 210515 or 20210515, depending on your preference.
3. Incorporate Relevant Keywords
Any useful file name contains the most important information that describes the digital asset in its name. Use specific descriptive words that add value to the files that are relevant to your project or team.
For example, if you’re naming an image of a cat sitting on a roof at night in Paris, different teams may pull out different keywords. A marketing team may want to use the keywords ‘Marketing,’ ‘Cat,’ and ‘Paris.’ A creative team may want to use the keywords ‘Cat,’ ‘Roof,’ and ‘Night.’ Whichever keywords you choose, be consistent when you apply them.
Here are some elements to consider when choosing the keywords for your file names: (Keep in mind that whatever category of descriptive information you choose, keep it consistent!)
- Overarching Category (typically folder name)
- Location
- Use
- Person/Product Name
- Type of Image
- Event Name
- Project Name or Number
- Version Number
- Creator Name or Initials
4. Use Capitals, Underscores, and Dashes
Using these is the best way to make file names easy to read when you’re quickly scanning for the image you want. Some software doesn’t recognize spaces in file names and therefore won’t open your file.
For example, if you wanted to name a file that’s an image of a cat and is used for marketing purposes, you should name it: “20210515_Marketing_Cat.jpg” rather than “20210515marketingcat.jpg”.
5. Avoid Special Characters
Avoid special characters, as these are often not accepted as part of file names or can create confusion with your computer software when opening the files.
These characters include:
- ~
- !
- @
- #
- $
- %
- ^
- &
- *
- ( )
- `
- ;
- < >
- ?
- ,
- [ ]
- { }
- '
- "
- |
6. Preserve File Type Extensions
These give you important information about how files can be shared, altered, and preserved. Examples of these are .jpg, .tiff, .txt, .pdf, etc.
File Naming Best Practices
As you’ve learned, having a clear, thought-out, and understandable standard for naming files is invaluable. Here are some best practices for developing a file naming convention:
- Get input from all the stakeholders and end-users of your library
- List all the fields that could be relevant, then start eliminating
- Use abbreviations and acronyms (but make sure users know what they mean)
- Use underscores to separate information
- Always use sequence numbers when naming visual assets
Get Input From All The Stakeholders and End-Users of Your Library
Take the time to gather everyone together, whether it be remotely or in person, and brainstorm what fields and information are necessary for your file naming strategy to work across your entire organization. This may take a while, but it will pay off in the form of buy-in from all your users.
List All The Fields That Could Be Relevant, Then Start Eliminating
Make a list of all the fields that might be useful and then narrow it down to include only the most necessary ones. Be sure to work with the other stakeholders to determine which fields are optional and which are required.
Use Abbreviations and Acronyms (But Make Sure Users Know What They Mean)
Abbreviations and acronyms can be used to represent different types of information, such as names, departments, file types, and usages. While this helps keep file names simple, it is important to define their meaning and create a reference guide for users.
Use Underscores to Separate Information Fields
Why do you use underscores in filenames? Underscores clearly define the different pieces of information contained in a file name.
If your file naming convention looks like this: YYYYMMDD_FirstLastInitial_Department_Description_001.jpg, it will be far easier to understand than this: YYYYMMDDFirstLastInitialDepartmentDescription001.jpg.
Always Use Sequence Numbers When Naming Visual Assets
The sequence number should appear at the very end of a file name. Sequence numbers allow your assets to be sorted instantly and in sequence, and enable users to quickly find the asset they need.
File Naming Convention Examples
While we’ve covered the concept of file naming conventions in depth, it can help to see it in practice with applicable real-world examples. Here are two different examples of standardized file names.
Baltimore Ravens
The Baltimore Ravens use an easy-to-understand file naming convention for their game photos each week.
They break it down into the following parts:
- 1. Date
- 2. Week of the season
- 3. Team abbreviation (BR for Baltimore Ravens)
- 4. Number in sequence
- 5. Filename extension
For example, the first four images from Week 1 of 2019 have the following filenames:
- 20190908_Week_1_BR_001.JPG
- 20190908_Week_1_BR_002.JPG
- 20190908_Week_1_BR_003.JPG
- 20190908_Week_1_BR_004.JPG
Corporate Event
Here is another breakdown of a file naming convention for a corporate event. In this example, the organization structures its naming convention by:
- Creation date (02/12/2022)
- Event name (Leadership Brunch)
- Photographer Initials (JS)
- Sequence number (0001)
- Filename extension (.jpg)
So an example filename is:
- 20220212_LeadershipBrunch_JS_0001.jpg
Improve Your File Naming Conventions and Digital Asset Management (DAM) With Stacks
File names are an important and powerful way to organize your visual assets. Creating and implementing clear and relevant standards for naming your files allows you to organize them, search for them quickly, and utilize them more effectively.
Establishing a logical file naming convention is a science that's more complicated than many typically assume. Using the information from this resource, your team will have an easier time, no matter your industry or use case, building, applying, and managing easy-to-understand file names. Adopting them will also eliminate the need for time-consuming file reorganization projects.
Adjusting your current file naming protocols, if you have any, and implementing new file naming conventions can seem like a daunting task. And depending on the number of files you have to rename or the number of new files you need to name each week, it could be. If you need assistance, Stacks can help.
We can help you create a Best Practices Guide and implement a new system so you don't have to worry about it. We’ll work with you to determine what keywords are important to your team, train them on the new file naming methods, and even manage the file naming process if you’d like to hand it off completely. File naming doesn’t have to cause you headaches. Contact Stacks today to help improve your process.
