File Organisation & Naming

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.fon-service{display:block;padding:13px 14px;border:1px solid #e3ded6;border-left:4px solid #e94b13;border-radius:8px;background:#fcfbf8;color:#2f2b27}

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.fon-resource strong{display:block;color:#4c4130;margin-bottom:4px}

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<div class="fon-eye" style="color:#8a4d36;margin-bottom:5px;">PREPARE · PLAN & ORGANISE</div>

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<h2 style="font-size:27px;line-height:1.2;margin:0 0 8px;color:#2c2926;">Set up a simple file and folder logic that the whole project team can actually use</h2>

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Clear folder structures, understandable file names and simple versioning rules help people find files quickly,

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avoid confusion and make handover traceable.

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Good rules are not as complex as possible; they are consistent and understandable to everyone involved.

</p>

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<strong>Start with a shared minimum.</strong>

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Decide how folders are structured, which elements belong in file names,

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how working, approved and master versions are distinguished, and where these rules are documented.

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<strong>The structure should support project work — not create extra bureaucracy.</strong>

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Use only the information in folders and file names that actually helps people understand, distinguish and find files again.

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<div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 1 · DEFINE THE PROJECT STRUCTURE</div>

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<h3>Organise files by project function and content, not by individual people</h3>

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<p>A good structure remains understandable when people change roles or the project is handed over to someone else.</p>

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<div class="fon-check"><strong>Project administration:</strong> Keep contracts, budgets, funder documents, reports and administrative records separate from research or production material.</div>

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<div class="fon-check"><strong>Working material:</strong> Organise active files by clear project areas, work packages, media or methods.</div>

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<div class="fon-check"><strong>Source material:</strong> Keep originals, incoming files or unchanged source material visibly distinct from edited files.</div>

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<div class="fon-check"><strong>Process documentation:</strong> Keep sketches, logs, production documents, provenance and methodological records findable.</div>

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<div class="fon-check"><strong>Master files:</strong> Keep authoritative or approved versions clearly separate from working and export copies.</div>

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<div class="fon-check"><strong>Outputs:</strong> Distinguish publication, presentation and handover versions from internal working files.</div>

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<div class="fon-check"><strong>External contributions:</strong> Store material from partners or third parties so that origin and rights information remain traceable.</div>

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<div class="fon-check"><strong>Archive / closure:</strong> Decide early what should be retained, preserved, deposited or deleted at the end of the project.</div>

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</section>

<div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">KEY DISTINCTIONS</div>

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<h3>These terms should not be mixed up in project work</h3>

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<div class="fon-plan"><strong>Working file ≠ master file.</strong><br>A file can be convenient for day-to-day editing without being the authoritative or preservation-suitable version.</div>

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<div class="fon-plan"><strong>Latest ≠ approved.</strong><br>The most recently edited file is not automatically the version that should be confirmed, published or handed over.</div>

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<div class="fon-plan"><strong>Folder name ≠ complete documentation.</strong><br>Folder structure helps orientation but does not replace metadata, provenance or decision records.</div>

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<div class="fon-plan"><strong>Synchronisation ≠ version control.</strong><br>A synchronised folder does not automatically show which version is authoritative or why a change was made.</div>

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<div class="fon-plan"><strong>Export ≠ master.</strong><br>PDF, JPEG, MP4 or other distribution formats can be practical outputs while other files remain authoritative for editing or preservation.</div>

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<div class="fon-plan"><strong>Personal folder ≠ project structure.</strong><br>Project files should not depend on individual people's names if they need to remain understandable and reusable by the team.</div>

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</section>

<div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 2 · DEFINE A FILE-NAMING CONVENTION</div>

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<h3>File names should make relevant differences visible</h3>

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<p>Use a consistent pattern and only the components that are genuinely useful for your project.</p>

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<div class="fon-step"><div class="n">01</div><h4>Choose the core elements</h4><p>For example project code, content, date, version, language, status or responsible project area.</p></div>

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<div class="fon-step"><div class="n">02</div><h4>Define the order</h4><p>Choose an order that works for sorting and quick reading.</p></div>

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<div class="fon-step"><div class="n">03</div><h4>Use dates consistently</h4><p>If dates matter, use a consistent format such as YYYY-MM-DD.</p></div>

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<div class="fon-step"><div class="n">04</div><h4>Make versions visible</h4><p>Use clear version numbers when several working states exist in parallel or sequence.</p></div>

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<div class="fon-step"><div class="n">05</div><h4>Keep status labels simple</h4><p>Use a small set of understandable status labels and avoid chains such as final_final_new_reallyfinal.</p></div>

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<div class="fon-step"><div class="n">06</div><h4>Use special characters deliberately</h4><p>Keep file names robust and compatible with the systems and exchange routes you actually use.</p></div>

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<div class="fon-step"><div class="n">07</div><h4>Document the convention</h4><p>Keep a short example or README file in the project so everyone follows the same convention.</p></div>

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<div class="fon-step"><div class="n">08</div><h4>Test the convention</h4><p>Use real files to check whether names are readable, sortable and understandable to new team members.</p></div>

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</section>

<div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">EXAMPLES</div>

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<h3>A pattern is useful when it reflects the actual work</h3>

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<h4>Project file with date and version</h4>

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<p>Useful when chronology and version state matter.</p>

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<div class="fon-code">PROJ_interview-guide_2026-09-03_v03.docx</div>

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</div>

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<h4>Media production with status</h4>

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<p>Useful when several editing and output states need to be distinguished.</p>

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<div class="fon-code">PROJ_film-trailer_v07_APPROVED.mov</div>

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</div>

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<h4>Multilingual publication</h4>

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<p>Useful when language versions are managed in parallel.</p>

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<div class="fon-code">PROJ_catalogue-text_EN_v04.docx</div>

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</div>

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<h4>Dataset or structured export</h4>

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<p>Useful when content, period or release needs to be distinguished.</p>

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<div class="fon-code">PROJ_dataset_2026-09_release-01.csv</div>

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</div>

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<h4>Distinguish master and derivative</h4>

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<p>Master file and presentation copy should be unambiguous.</p>

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<div class="fon-code">PROJ_installation_MASTER_v02.tif<br>PROJ_installation_web_v02.jpg</div>

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</div>

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<h4>Process documentation</h4>

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<p>For artistic processes, context can be as important as the final output.</p>

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<div class="fon-code">PROJ_rehearsal-notes_2026-09-03_AB.md</div>

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</section>

<div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 3 · DOCUMENT A MINIMUM STANDARD</div>

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<h3>A short standard is enough if it is used consistently</h3>

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<p>Keep the rules in one central place that everyone can access — for example in a README file or the project documentation.</p>

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<thead><tr><th>Element</th><th>What to define</th><th>Example</th></tr></thead>

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<tbody>

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<tr><td><strong>Folder structure</strong></td><td>Which top-level folders exist and what is each one for?</td><td>01_Admin · 02_Working · 03_Source · 04_Master · 05_Output</td></tr>

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<tr><td><strong>File names</strong></td><td>Which components are required and in what order?</td><td>Project_Content_Date_Version</td></tr>

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<tr><td><strong>Date</strong></td><td>Which format is used?</td><td>YYYY-MM-DD</td></tr>

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<tr><td><strong>Version</strong></td><td>How are working states numbered?</td><td>v01, v02, v03</td></tr>

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<tr><td><strong>Status</strong></td><td>Which small set of status labels is used?</td><td>DRAFT · REVIEW · APPROVED · PUBLISHED</td></tr>

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<tr><td><strong>Master</strong></td><td>How is the authoritative version identified?</td><td>MASTER or a documented master folder</td></tr>

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<tr><td><strong>Responsibility</strong></td><td>Who maintains the convention and decides on exceptions?</td><td>Project team / defined role</td></tr>

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<tr><td><strong>Review</strong></td><td>When is the structure checked again?</td><td>Project start, milestone, team change, handover</td></tr>

</tbody>

</table>

</div>

</section>

<div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STOP & CHECK</div>

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<h3>Common warning signs in file and folder organisation</h3>

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<div class="fon-warn"><strong>Several files are called "final".</strong><br>It is unclear which version is actually approved, published or intended as the master.</div>

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<div class="fon-warn"><strong>Folders are named after people rather than project functions.</strong><br>The structure becomes hard to understand when roles change or the project is handed over.</div>

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<div class="fon-warn"><strong>File names contain no distinguishing information.</strong><br>Content, date, version or status can only be identified by opening the file.</div>

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<div class="fon-warn"><strong>Everyone uses their own rules.</strong><br>The shared storage area no longer functions as a common project structure.</div>

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<div class="fon-warn"><strong>Master files and exports sit side by side without clear labels.</strong><br>It is unclear which file should be edited further or preserved for the long term.</div>

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<div class="fon-warn"><strong>The convention exists only in one person's head.</strong><br>Without brief documentation, it cannot be continued reliably during absence, staff changes or project closure.</div>

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</section>

<div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">SERVICES & SUPPORT</div>

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<h3>Who can support file and documentation practice</h3>

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<strong>Project team</strong>

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<span>Owns the shared working convention and decides which structure is practical for the specific project.</span>

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</div>

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<strong>University Library / Research Data Management</strong>

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<span>Advises on research-data, documentation and data-management practice where files are part of a research-data or DMP context.</span>

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<span>Supports technical implementation where storage locations, access models or tools are involved.</span>

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</div>

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<strong>Support Kunst und Forschung (SKF)</strong>

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<span>Connects file and documentation requirements in funded projects with proposals, deliverables or the Data Management Plan.</span>

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</section>

<div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">RELATED TOPICS</div>

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<h3>File and folder organisation is closely connected to these decisions</h3>

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<a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Identify%20Your%20Data%20%26%20Research%20Outputs/">Identify Your Data & Research Outputs</a>

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<a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Plan%20Your%20Data%20Management/">Plan Your Data Management</a>

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<a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Enable/Storage%2C%20Backup%20%26%20Security/">Storage, Backup & Security</a>

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<a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Organise%20Files%20%26%20Folders/">Organise Files & Folders</a>

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<a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Manage%20Versions%20%26%20Master%20Files/">Manage Versions & Master Files</a>

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<a class="fon-navlink" href="https://xwiki.uni-ak.ac.at/bin/view/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/Work%20%26%20Manage/Document%20Metadata%20%26%20Provenance/">Document Processes, Metadata & Provenance</a>

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<div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">PRACTICAL RESOURCES</div>

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<h3>Info sheets, tutorials and templates</h3>

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<div class="fon-resource"><strong>Info Sheets</strong><span class="fon-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Short guidance on folder structures, file naming and basic versioning.</div></div>

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<div class="fon-resource"><strong>Tutorials</strong><span class="fon-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">Step-by-step examples for project structures, naming conventions and master files.</div></div>

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<div class="fon-resource"><strong>Checklists & Templates</strong><span class="fon-badge">COMING SOON</span><div style="color:#625d56;line-height:1.45;">README template, naming scheme and project-handover checklist.</div></div>

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</section>

<strong>Need help defining a suitable minimum standard?</strong>

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Start with one short shared rule for folders, file names, versions and master files.

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For research-data or DMP requirements, the University Library / Research Data Management can advise;

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for funded projects, SKF can connect those requirements to the project route.

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<summary style="cursor:pointer;color:#6a655e;font-size:13px;">Search terms & related topics</summary>

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file organisation · file organization · file naming · folder structure · file structure · naming convention · filename · filenames · versioning · version number · master file · working file · approval · final · README · project folder · project files · research data · documentation · provenance · handover · archiving · file format · file management

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