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Wiki source code of File Organisation & Naming

Last modified by Veronika Kocher on Friday, 04 Sep 2026 14:45
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Veronika Kocher 5.10 2
Veronika Kocher 6.1 3 <style>
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Veronika Kocher 5.8 50 </style>
Veronika Kocher 5.10 51
Veronika Kocher 6.1 52 <div class="fon">
Veronika Kocher 5.8 53
Veronika Kocher 6.1 54 <section class="fon-card" style="margin-bottom:18px;overflow:hidden;border-left:6px solid #e94b13;">
55 <div class="fon-hero">
56 <img src="https://xwiki.uni-ak.ac.at/bin/download/Service%20Navigator/Art%20%26%20Research%20Services%20Navigator/WebHome/enable.png" alt="Organising files and folders in artistic and research projects" />
57 </div>
58 <div style="padding:18px 21px 20px;">
59 <div class="fon-eye" style="color:#8a4d36;margin-bottom:5px;">PREPARE · PLAN &amp; ORGANISE</div>
60 <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>
61 <p style="margin:0;color:#5e5953;line-height:1.6;max-width:1160px;">
62 Clear folder structures, understandable file names and simple versioning rules help people find files quickly,
63 avoid confusion and make handover traceable.
64 Good rules are not as complex as possible; they are consistent and understandable to everyone involved.
65 </p>
66 </div>
67 </section>
Veronika Kocher 5.11 68
Veronika Kocher 6.1 69 <div class="fon-info" style="margin-bottom:14px;">
70 <strong>Start with a shared minimum.</strong>
71 Decide how folders are structured, which elements belong in file names,
72 how working, approved and master versions are distinguished, and where these rules are documented.
73 </div>
Veronika Kocher 5.8 74
Veronika Kocher 6.1 75 <div class="fon-plan" style="margin-bottom:27px;">
76 <strong>The structure should support project work — not create extra bureaucracy.</strong>
77 Use only the information in folders and file names that actually helps people understand, distinguish and find files again.
78 </div>
Veronika Kocher 5.8 79
Veronika Kocher 6.1 80 <section class="fon-sec">
81 <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 1 · DEFINE THE PROJECT STRUCTURE</div>
82 <h3>Organise files by project function and content, not by individual people</h3>
83 <p>A good structure remains understandable when people change roles or the project is handed over to someone else.</p>
84 <div class="fon-grid">
85 <div class="fon-check"><strong>Project administration:</strong> Keep contracts, budgets, funder documents, reports and administrative records separate from research or production material.</div>
86 <div class="fon-check"><strong>Working material:</strong> Organise active files by clear project areas, work packages, media or methods.</div>
87 <div class="fon-check"><strong>Source material:</strong> Keep originals, incoming files or unchanged source material visibly distinct from edited files.</div>
88 <div class="fon-check"><strong>Process documentation:</strong> Keep sketches, logs, production documents, provenance and methodological records findable.</div>
89 <div class="fon-check"><strong>Master files:</strong> Keep authoritative or approved versions clearly separate from working and export copies.</div>
90 <div class="fon-check"><strong>Outputs:</strong> Distinguish publication, presentation and handover versions from internal working files.</div>
91 <div class="fon-check"><strong>External contributions:</strong> Store material from partners or third parties so that origin and rights information remain traceable.</div>
92 <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>
93 </div>
94 </section>
Veronika Kocher 5.8 95
Veronika Kocher 6.1 96 <section class="fon-sec">
97 <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">KEY DISTINCTIONS</div>
98 <h3>These terms should not be mixed up in project work</h3>
99 <div class="fon-grid">
100 <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>
101 <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>
102 <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>
103 <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>
104 <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>
105 <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>
106 </div>
107 </section>
Veronika Kocher 5.10 108
Veronika Kocher 6.1 109 <section class="fon-sec">
110 <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 2 · DEFINE A FILE-NAMING CONVENTION</div>
111 <h3>File names should make relevant differences visible</h3>
112 <p>Use a consistent pattern and only the components that are genuinely useful for your project.</p>
113 <div class="fon-grid">
114 <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>
115 <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>
116 <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>
117 <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>
118 <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>
119 <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>
120 <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>
121 <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>
122 </div>
123 </section>
Veronika Kocher 5.10 124
Veronika Kocher 6.1 125 <section class="fon-sec">
126 <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">EXAMPLES</div>
127 <h3>A pattern is useful when it reflects the actual work</h3>
128 <div class="fon-grid">
129 <div class="fon-example">
130 <h4>Project file with date and version</h4>
131 <p>Useful when chronology and version state matter.</p>
132 <div class="fon-code">PROJ_interview-guide_2026-09-03_v03.docx</div>
133 </div>
134 <div class="fon-example">
135 <h4>Media production with status</h4>
136 <p>Useful when several editing and output states need to be distinguished.</p>
137 <div class="fon-code">PROJ_film-trailer_v07_APPROVED.mov</div>
138 </div>
139 <div class="fon-example">
140 <h4>Multilingual publication</h4>
141 <p>Useful when language versions are managed in parallel.</p>
142 <div class="fon-code">PROJ_catalogue-text_EN_v04.docx</div>
143 </div>
144 <div class="fon-example">
145 <h4>Dataset or structured export</h4>
146 <p>Useful when content, period or release needs to be distinguished.</p>
147 <div class="fon-code">PROJ_dataset_2026-09_release-01.csv</div>
148 </div>
149 <div class="fon-example">
150 <h4>Distinguish master and derivative</h4>
151 <p>Master file and presentation copy should be unambiguous.</p>
152 <div class="fon-code">PROJ_installation_MASTER_v02.tif<br>PROJ_installation_web_v02.jpg</div>
153 </div>
154 <div class="fon-example">
155 <h4>Process documentation</h4>
156 <p>For artistic processes, context can be as important as the final output.</p>
157 <div class="fon-code">PROJ_rehearsal-notes_2026-09-03_AB.md</div>
158 </div>
159 </div>
160 </section>
Veronika Kocher 5.9 161
Veronika Kocher 6.1 162 <section class="fon-sec">
163 <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STEP 3 · DOCUMENT A MINIMUM STANDARD</div>
164 <h3>A short standard is enough if it is used consistently</h3>
165 <p>Keep the rules in one central place that everyone can access — for example in a README file or the project documentation.</p>
166 <div class="fon-table-wrap">
167 <table class="fon-table">
168 <thead><tr><th>Element</th><th>What to define</th><th>Example</th></tr></thead>
169 <tbody>
170 <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>
171 <tr><td><strong>File names</strong></td><td>Which components are required and in what order?</td><td>Project_Content_Date_Version</td></tr>
172 <tr><td><strong>Date</strong></td><td>Which format is used?</td><td>YYYY-MM-DD</td></tr>
173 <tr><td><strong>Version</strong></td><td>How are working states numbered?</td><td>v01, v02, v03</td></tr>
174 <tr><td><strong>Status</strong></td><td>Which small set of status labels is used?</td><td>DRAFT · REVIEW · APPROVED · PUBLISHED</td></tr>
175 <tr><td><strong>Master</strong></td><td>How is the authoritative version identified?</td><td>MASTER or a documented master folder</td></tr>
176 <tr><td><strong>Responsibility</strong></td><td>Who maintains the convention and decides on exceptions?</td><td>Project team / defined role</td></tr>
177 <tr><td><strong>Review</strong></td><td>When is the structure checked again?</td><td>Project start, milestone, team change, handover</td></tr>
178 </tbody>
179 </table>
180 </div>
181 </section>
Veronika Kocher 5.8 182
Veronika Kocher 6.1 183 <section class="fon-sec">
184 <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">STOP &amp; CHECK</div>
185 <h3>Common warning signs in file and folder organisation</h3>
186 <div class="fon-grid">
187 <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>
188 <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>
189 <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>
190 <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>
191 <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>
192 <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>
193 </div>
194 </section>
Veronika Kocher 5.10 195
Veronika Kocher 6.1 196 <section class="fon-sec">
197 <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">SERVICES &amp; SUPPORT</div>
198 <h3>Who can support file and documentation practice</h3>
199 <div class="fon-service-grid">
200 <div class="fon-service">
201 <strong>Project team</strong>
202 <span>Owns the shared working convention and decides which structure is practical for the specific project.</span>
203 </div>
204 <div class="fon-service">
205 <strong>University Library / Research Data Management</strong>
206 <span>Advises on research-data, documentation and data-management practice where files are part of a research-data or DMP context.</span>
207 </div>
208 <div class="fon-service">
209 <strong>IT</strong>
210 <span>Supports technical implementation where storage locations, access models or tools are involved.</span>
211 </div>
212 <div class="fon-service">
213 <strong>Support Kunst und Forschung (SKF)</strong>
214 <span>Connects file and documentation requirements in funded projects with proposals, deliverables or the Data Management Plan.</span>
215 </div>
216 </div>
217 </section>
Veronika Kocher 5.8 218
Veronika Kocher 6.1 219 <section class="fon-sec">
220 <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">RELATED TOPICS</div>
221 <h3>File and folder organisation is closely connected to these decisions</h3>
222 <div class="fon-linkgrid">
223 <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 &amp; Research Outputs</a>
224 <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>
225 <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 &amp; Security</a>
226 <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 &amp; Folders</a>
227 <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 &amp; Master Files</a>
228 <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 &amp; Provenance</a>
229 </div>
230 </section>
Veronika Kocher 5.10 231
Veronika Kocher 6.3 232 <!-- ARSN_TRAINING_WORKSHOPS_V2_START -->
233 <section class="arsn-training-workshops" data-arsn-training-workshops="v2" style="margin:27px 0 22px 0;">
234 <div style="padding:16px 18px;background:#eef8fa;border:1px solid #cfe8ef;border-left:5px solid #21b6d7;border-radius:9px;">
235 <div style="font-size:12px;font-weight:700;letter-spacing:.075em;text-transform:uppercase;color:#3f6871;margin-bottom:5px;">TRAINING &amp; WORKSHOPS</div>
236 <h3 style="font-size:20px;line-height:1.3;margin:0 0 7px;color:#35312d;text-align:left;">Training, workshops &amp; consultation sessions</h3>
237 <p style="margin:0 0 10px;color:#5e5953;line-height:1.55;">Relevant opportunities for this topic will be shown here automatically from the central calendar.</p>
238 <span data-arsn-coming-soon="true" style="display:inline-block;padding:4px 9px;border-radius:14px;background:#fff4ee;border:1px solid #efd9cc;color:#8a4d36;font-size:11px;font-weight:700;letter-spacing:.065em;line-height:1.2;">COMING SOON</span>
239 </div>
240 </section>
241 <!-- ARSN_TRAINING_WORKSHOPS_V2_END -->
Veronika Kocher 6.2 242
Veronika Kocher 6.1 243 <section class="fon-sec">
244 <div class="fon-eye" style="color:#8a4d36;margin-bottom:4px;">PRACTICAL RESOURCES</div>
245 <h3>Info sheets, tutorials and templates</h3>
246 <div class="fon-resource-grid">
247 <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>
248 <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>
249 <div class="fon-resource"><strong>Checklists &amp; 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>
250 </div>
251 </section>
Veronika Kocher 5.8 252
Veronika Kocher 6.1 253 <div class="fon-info" style="margin-bottom:14px;">
254 <strong>Need help defining a suitable minimum standard?</strong>
255 Start with one short shared rule for folders, file names, versions and master files.
256 For research-data or DMP requirements, the University Library / Research Data Management can advise;
257 for funded projects, SKF can connect those requirements to the project route.
258 </div>
Veronika Kocher 5.9 259
Veronika Kocher 6.1 260 <details style="margin-top:24px;padding-top:10px;border-top:1px solid #e3ded6;">
261 <summary style="cursor:pointer;color:#6a655e;font-size:13px;">Search terms &amp; related topics</summary>
262 <div style="margin-top:9px;color:#5c5650;font-size:12px;line-height:1.7;">
263 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
264 </div>
265 </details>
Veronika Kocher 5.9 266
Veronika Kocher 6.1 267 </div>
Veronika Kocher 5.11 268 {{/html}}
269