Structuring folders and directories

A logical folder structure helps separate different stages of work and reduces confusion between raw and processed data. A typical structure may include separate folders for:

• Raw or source data.
• Working or processed data.
• Analysis outputs.
• Documentation and metadata.
• Scripts and code.

Projects working with large administrative datasets, linked records or automated data pipelines may also benefit from separating input, intermediate and output directories.

Folder structures should be simple, predictable and documented so that collaborators can understand them without prior explanation.

Naming files consistently

A file name is a principal identifier for a file. Good file names provide useful cues to a file’s content, status, and version. They should uniquely identify files and help classify and sort them.

File names should be meaningful and informative. Good file naming practices include:

• Using descriptive names that reflect content.
• Including version numbers or dates where relevant, where dates are used in a consistent format such as YYYY-MM-DD.
• Avoiding vague labels such as “final”, “latest” or “new”.
• Using consistent formats for dates and identifiers.
• Avoiding spaces and special characters that may cause compatibility issues.
• Avoid very long file names.
• Reserve the 3-letter file extension for application-specific codes of file format (e.g. .doc, .xls, .mov, .tif).

Consistent naming conventions help prevent accidental overwriting and make automated workflows more reliable.

Bulk renaming of files can be done with the Bulk Rename Utility in Windows, or with software, such as Ant Renamer, RenameIT or Rename4Mac.

Examples of useful file names:

• FG1_CONS_2026-02-12.rtf : Interview transcript of the first focus group with consumers, that took place on 12 February 2026.
• Int024_AP_2025-06-05.doc : Interview with participant 024, interviewed by Anne Parsons on 5 June 2025.
• BDHSurveyProcedures_00_04_2025-03-01.pdf : Version 4 of the survey procedures for the British Dental Health Survey dated 1 of March 2025.

Documenting file structures

A short README file stored at the top level of a project folder can explain:

• The purpose of each folder.
• Naming conventions used.
• Relationships between files.
• Any special handling instructions.

This is especially useful in collaborative projects and when team membership changes.

Clear organisation supports collaboration by making it easier for team members to locate the correct files and understand project workflows. It also reduces the need for informal knowledge transfer and supports continuity when staff join or leave.