Boring but important: how the naming system works. This post dovetails with The Project Folder post.

Filename basics

Project Numbers

Projects are given a five-digit number. The first two digits are the year. Projects are numbered in sequence during each year as they come on-line. Each new project always ends in “0”. 11010, 11020, 11030, and so forth. This allows for sub-projects to be grouped under the primary project, or allows projects for the same client to stay together. Don’t worry about the year prefix so much. It’s more important that the six projects we’re doing for a small college stay together in the list – even if a sub-project follows the first by a number of years.

Tag the Filename with the Project Code

Project Numbers are for accounting. The Project Code is for us: a three-or-four letter mnemonic we use to tag project documents and files. The Ideally, every folder and file of a project begins with the project code. It’s not practical to do this without exception, but if the majority of files and folders follow this rule you, and more importantly, those who follow you, will not get lost.

Sequence files by appended Index Number, not Folders, or Adjectives

Do not create separate folders to keep various versions of a file, using adjectives such as “modified” “new” “final” “really final” “ultra final” “I’m not kidding this is really the final version”. It is often necessary to create duplicates of a file to preserve an old version of something. In this case simply number the files consecutively — the greatest number will always be the current version.

Use Trash folders to Organize Processes

When working with material which require the creation of temporary work files, create a discreet “Temp” or “Trash” folder for these transient files, in the appropriate location on the server. When done, you should usually delete the “Temp” folder. Naming the folder “Trash” will give those who follow you the courage to delete if you forget to.

Organize by Content – exclusively.

Do not create separate folders to keep jpg, pdf, ps, tiff, pict, pln, plt, lay, and mod files organized. Computer file types are an unhappy side effect of the technology used to create them and have nothing to do with the process of designing and documenting a building. Organize files by relationship to the building we are designing and documenting.

Filename syntax

(job code)(TYPE)(dscrptn)(annotation)

Type always comes first, military style. The computer will sort for us.

plan, first floor
plan, second floor
elevation, east
elevation, west

In our system this looks like:

ABC view from south.jpg
ABC plan ffe level one.dwg
ABC plan lighting and power.jpg
ABC sketch elevatation west 2000.jpg
ABC sketch elevation east 600.jpg
ABC sketch plan lighting and power 2000.jpg

File Type Abbreviations

If the full file name cannot fit within the 32-character limit – or if you just want something very short, use these abbreviations.

File type abbreviation Examples

This list is not as bewildering as it might first appear: it is just an example of the combinations in use for various types of drawings.

Bitmap Standards

With bitmap images (tiff, pict, or jpeg) append the pixel dimensions of the image as part of the filename descriptor:

(job number)(TYPE)(description)(pixel size)

ABC skpl aerial complex 800×600

Additional information about a file (date, description, etc) can be kept in the “Comments” field of the file. (Command-I in the Finder).

Saving a bitmap

Everyday stuff (99% of everything we do)

JPG format @150 dpi

Important publication-quality images:

TIFF format @ 300 dpi
Mac byte order
LZW Compression

About LZW compression: Reduces file size by over 50%. Compresses without data loss.

(end of topic)