Discussion: File Naming
Operating Systems and Saving File Modification Dates
“Dates of creation and last modification are stored, so why include them in the filename as well?”
It is still sensible to include the date in the filename, even though every file system saves the date of the last modification of a file. This information is not always available across operating systems and can be lost when copying, moving, or sending files.
Versioning vs. Track Changes (in Word)
“Many programs now offer functions to track changes (e.g., Word). Should I still create a separate file for each version?”
Yes, because it allows you to immediately see from the filename that a change has occurred, ensuring that there are never two (or more) files with the same name but different content. Moreover, the track changes function in Word can be turned off, or different authors may use software that does not (fully) support versioning.
Versioning and Increased Storage Usage
“If every minor change is saved as a new version, doesn’t that consume unnecessary storage space?”
This is especially true for video, audio, and image files. In these cases, it is recommended to keep the raw data as the original and create a “working file” from which different versions or the final file can be generated if needed.
Text files, on the other hand, typically do not consume much storage space. If you are working in a team on shared files, it is advisable to version every change to ensure that team members always have the most up-to-date file for further editing. If you are working on the files alone, you can decide whether to create a version for even minor spelling and grammar corrections or only for substantive (larger) changes.
Versioning and Clarity
“Doesn’t too much versioning make it hard to keep track of files? What should I do with all the old versions?”
It is helpful to place previous versions in an archive folder and move all but the latest version there. This way, only the most current versions remain in the main folder and can be easily found. Regularly tidying up folders and deleting unused files (including versions) is advisable, as this saves energy and helps protect the environment.