Organization guidelines

This reading summarizes best practices for file naming, organization, and storage.

Best practices for file naming conventions

Review the following file naming recommendations:

• Work out and agree on file naming conventions early on in a project to avoid renaming files again and again.
• Align your file naming with your team's or company's existing file-naming conventions.
• Ensure that your file names are meaningful; consider including information like project name and anything else that will help you quickly identify (and use) the file for the right purpose.
• Include the date and version number in file names; common formats are YYYYMMDD for dates and v## for versions (or revisions).
• Create a text file as a sample file with content that describes (breaks down) the file naming convention and a file name that applies it.
• Avoid spaces and special characters in file names. Instead, use dashes, underscores, or capital letters. Spaces and special characters can cause errors in some applications.

Best practices for keeping files organized

Remember these tips for staying organized as you work with files:

• Create folders and subfolders in a logical hierarchy so related files are stored together.
• Separate ongoing from completed work so your current project files are easier to find. Archive older files in a separate folder, or in an external storage location.
• If your files aren't automatically backed up, manually back them up often to avoid losing important work.

Learning Log: Review file structure and naming conventions

Overview

In the previous lesson, you were introduced to file structuring and naming conventions. Now, you’ll complete an entry in your learning log reviewing these concepts and reflecting on why they are so important. By the time you complete this entry, you will have a stronger understanding of how and why data analysts use file structuring and naming conventions on the job. This will help you think critically about file structuring and naming for your own projects in the future and keep your work more organized.

Review best practices

Before you begin thinking about what sort of naming conventions and patterns you would use in your own projects, take a moment to review the best practices for file structure and naming conventions.

When creating a file structure and naming convention pattern for a project, you should always:

• Work out your conventions early in your project. The earlier you start, the more organized you’ll be.
• Align file naming conventions with your team. Conventions are most useful when everyone follows them.
• Make sure filenames are meaningful. Stick to a consistent pattern that contains the most useful information needed.
• Keep file names short and to the point.

This includes understanding the expected structure of folders and files in a project. Where does your data live? Your spreadsheets? Your data visualizations? Being able to navigate your folders easily makes for a well-structured project.

Remember, there are some stylistic choices you’ll need to make when it comes to filename conventions. However, there are still best practices you should follow here, too:

Formatting Convention	Example
Format Dates as yyyymmdd	SalesReport20201125
Lead revision numbers with 0	SalesReport20201125v02
Use hyphens, underscores, or capitalized letters	SalesReport_2020_11_25_v02

You will reflect on the importance of these conventions and how you would approach file structuring and naming for your own projects in the learning log template linked below.

Access your learning log

To use the learning log for this course item, click the link below and select “Use Template.”

Link to learning log template: Review file structure and naming conventions

OR

If you don’t have a Google account, you can download the template directly from the attachment below.

Reflection

In your learning log template, write 2-3 sentences (40-60 words) responding to each of the questions about file structuring and naming conventions below:

• Why are file structure and naming conventions so important? What are the consequences of poor organization for data analysts at work?
• How would you structure folders and files? What naming conventions would you use?
• What appeals to you about these choices?

Effective naming and organization methods

Is this a good file organization practice?

Categorize each file organization practice by dragging it to the appropriate area. Or use the plus sign to choose where it belongs.

Test your knowledge on how to organize data

Question 1

Data analysts use guidelines to describe a file’s version, content, and date created. What are these guidelines called?

A. Naming conventions

B. Naming verifications

C. Naming attributes

D. Naming references

The correct answer is A. Naming conventions. Explain: Naming conventions are guidelines that describe the content, date, or version of a file.

Question 2

Data analysts use foldering to achieve what goals? Select all that apply.

• To keep project-related files together
• To organize files into subfolders
• To transfer files from one place to another
• To assign metadata about the folders

Explain: Data analysts use foldering to keep project-related files together and organize them into subfolders.

Question 3

Fill in the blank: To separate current from past work and reduce clutter, data analysts create _____. This involves moving files from completed projects to a separate location.

A. copies

B. archives

C. backups

D. structures

To separate current from past work and reduce clutter, data analysts create archives. This involves moving files from completed projects to a separate location.

Question 4

What is the process of structuring folders broadly at the top, then breaking down those folders into more specific topics?

A. Creating a hierarchy

B. Assigning naming conventions

C. Producing a backup

D. Developing metadata

The correct answer is A. Creating a hierarchy. Explain: The process of structuring folders broadly at the top, then breaking down those folders into more specific topics, is creating a hierarchy.

Question 5

Successful file naming conventions include information that’s useful when trying to locate or update a file. Which of the following is an effective file name?

A. Data_519

B. AirportCampaign_2013_10_09_V01

C. CampaignData_03

D. May30-2019_AirportAdvertisingCampaignResults_Terminals3-5_InclCustSurveyResponses_PLUS_IdeasforJune

The correct answer is B. AirportCampaign_2013_10_09_V01. Explain: AirportCampaign_2013_10_09_V01 is an effective file name because it is an appropriate length and it references the project name, creation date, and version.