File Naming Conventions for Editors
Janice A. Deal
Studies have shown that looking for a file can be a great waste of time. I have developed a system to help me easily find my files and manage my projects. Implementation of long filenames since Windows 95 makes file or project management easier.
Create a new folder for each client or project and use the authorís name, the journal name, or the publisherís name. I may have subsequent folders under a clientís main folder, such as for each issue of a journal.
Copy the original files into the folder and rename. My convention is to use an abbreviated description and reference number or note, separated by an underscore. The description could be the part of a book, such as TOC or ch for chapter, the authorís last name, or something meaningful. The reference number could be for the chapter number, the version number, or a date.
This scheme also works in a network environment with the files located on the server. All those users working on a project can be granted access to the project files.
Keep the original files in a safe place.
When the project has been completed, archive the final version of the project to permanent storage, such as Zip, Jazz, or floppy disks or tape.
My directory structure and files names would look something like this.
Remember, always back up your work files.
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