We've all been there. You open your NLE of choice, ready to start a project, and you're faced with the dreaded New Project popup screen. You first thought is ""What do I name this file?" and then you have to figure out "Where do I save it? which probably makes you think "Why am I doing this?" 😂 While we'll cover file storage tips in another post, correctly naming your project file can make or break your workflow. Weeks or months later, when you need to find the right version, a solid naming system will save you from endless frustration.
A messy file-naming system slows you down. When files are named inconsistently, you waste valuable time searching for the right version, double-checking edits, or even recreating lost work. A clear, consistent structure keeps your workflow organized, ensures files are easy to locate, and helps prevent misnakes...I mean mistakes!
It's one thing to figure out how to name and save your own project files, but what if you have to share them with a client, another editor, or a post-production house? Eek! 😬Without a system, you risk sending the wrong file, overwriting important work, or losing track of the latest version. A small mistake in file naming can turn into hours of unnecessary frustration.
Trust me, I've been there—both as a freelancer and managing a large post-production team. A well-named project file makes you look professional and reliable, helping you avoid unnecessary heartburn. With proper naming and organization, when a client asks for a revision, you can find the right version instantly instead of journeying through chaotic folders structures or the navigating the endless abyss of the auto-save vault!
Imagine sending a file labeled "Final_v3_revised_last_one_for_realsy2" only to realize later that it wasn’t the final version and wasn't for realsy! Now you're scrambling to find the right edit while your client secretly judges you. If your files are a mess, clients may see you as disorganized or unreliable or a digital hoarder , and in a fast-paced industry, that can mean lost opportunities!
To illustrate this point, check out a meme I made for our Instagram page and tell me that it's not relatable?! #thestruggleisreal
In my 20+ years in post-production—as a freelance editor, post-production supervisor, and consultant 🤓—I've tested countless ways to organize project files. I’ll be honest, I learned the hard way. I made every mistake possible—lost files, mislabeled versions, and the dreaded "Final_FINAL_v7" disaster. But my mistakes are your gain! Now, you don’t have to go through the same headaches I did.
This system keeps everything searchable, avoids confusion, and prevents lost work. Following this structure will set you up for success and save you hours of wasted time. But here’s the key: you have to be consistent.
A well-named project file means nothing if you start getting lazy and slipping back into bad habits. Stay disciplined, and your future self will thank you when you can instantly find the right version—without digging through a mess of mislabeled chaos and questioning your life choices like your mom at Thanksgiving dinner 😂
A consistent naming format keeps everything organized and easy to find—no matter where you save your files. The key is to keep it short but descriptive so you can quickly recognize the project, date, and version at a glance.
ProjectName_Date_Version_Identifier
Each part serves a purpose:
This format ensures your files are easy to track, whether you’re working alone or as part of a team. An optional system I've used that has worked wonders in a team setting is to put the editors initials at the end of the file as well to know who was the last person to edit that project. Here's an example:
Sharknado_20250225_v01_roughcut_JD.prproj
Using this system lets you easily find out who was the last person to edit the project in case you had any questions...or violent reactions to their organization! We also used this naming convention for sequences inside our editing software and we'll cover that in another post soon.
Formatting your using the International standard for dates YYYYMMDD (Year-Month-Day) ensures files stay sorted chronologically, making it easier to find the latest version at a glance. This is especially important when juggling multiple edits or working in a team environment where various versions are passed around.
Why Use Dates?
Example of Proper Date Formatting:
What Happens If You Don’t Use Dates?
By adding YYYYMMDD to your file names, you eliminate versioning headaches and keep your projects running smoothly. Don’t skip this step—it’s an easy habit that saves hours of frustration down the line!
Using v01, v02, v03 instead of labels like FINAL_final_ABSOLUTE_FINAL keeps your project files organized and removes any guesswork about which version is truly the latest.
Why Versioning Matters
Best Practices for Version Tracking
Adding descriptive tags like _Draft, _ClientReview, _ColorPass, _LockedPicture or _ HeartburnVersion helps clarify a file’s status and purpose. These simple labels ensure everyone knows what stage the file is in and eliminate confusion when collaborating.
Why Use Descriptors?
Examples of Useful Descriptors:
Example of Proper Naming with Descriptors:
Using special characters like # / ? | * & in file names might seem harmless, but they can cause major headaches. Certain operating systems, tape backup systems, and cloud storage platforms don’t recognize these characters properly and will give you an error when backing up and archiving. This can result in sync errors, failed backups, or create a glitch in the matrix requiring Keanu Reeves kung-fu skills 🥷
Why Avoid Special Characters?
Best Practices:
✅ Use underscores ( _ ) or dashes ( - ) instead of spaces or special characters.
✅ Keep names short and readable while avoiding unnecessary symbols.
✅ Test file compatibility if you’re working across different platforms or networks.
✅ Avoid 👏 using 👏 emojis 👏 in 👏 your 👏 filenames! 💯
Examples
Here is a full list of characters to avoid in filename and directories according to Michigan Tech University.
*/, \ , <, >, :, , ?, ", |, %, $ , & , { },, ( ), ~ , ` , + , = , ; , ' , "
If you want to ever check your filename to see if it has special characters we (me + ChatGPT) create this free checker tool that you can input your filename and see if it contains an illegal character. I double-dare you to put an emoji in the filename!
By sticking to clean, universal file names, you ensure compatibility across systems and avoid unnecessary headaches later. A little discipline in naming today can save you from losing critical files tomorrow.
A well-structured naming system isn’t just about keeping things tidy—it’s about saving time, avoiding mistakes, and ensuring your workflow runs as smoothly as possible. By using a clear structure, including dates, tracking versions, adding specific descriptors, and avoiding special characters, you set yourself up for success.
Consistency is key. The more disciplined you are in naming your files correctly from the start, the easier it will be to stay organized, collaborate efficiently, and avoid the nightmare of losing track of the right version. Implement these habits now, and your future self (and your team) will thank you.
