Records Management

Short but meaningful names

Rule 1: Keep file names short, but meaningful

File names should be kept as short as possible whilst also being meaningful. Long file names mean long file paths and long URLs which increase the likelihood of error, are more difficult to remember and recognise, and are more difficult to transmit in emails as they often 'break'.

However, avoid using initials, abbreviations and codes that are not commonly understood.


Correct file name
Incorrect file name
Some words, like ‘the’ and ‘and’ add length to a file name but do not contribute towards the meaning. If the remaining file name is still meaningful within the context of the file directory, these elements can be removed. Where words have standard abbreviations, for example ‘cttee’ for ‘committee’, these can be used in the file name.