File and Folder Names
SummaryFilenames for all files (all documents, pdfs, images and web pages) and folders must use only:
Filenames must be unique, future proofed and reusable.
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Filenames identify files on the web. The filename is what we use when we link to other web pages, documents or images from our web pages. Depending on where the document is located in the system with respect to our web page, one or more folder names will also be used in the link (ie the 'path' to the document, or its 'address'). Using spaces, special characters or mixing upper and lower cases in your file and folder names can cause confusion when linking to files. We have developed some guidelines to avoid this confusion and ensure that files will open correctly in web browsers. These guidelines also apply to folder names, and allow consistent naming of files and folders to make navigation easier.
Choosing directory and file names
It is important for the UNE web presence to exhibit a consistency in its URI (Uniform Resource Identifier) structure — think web address — for a number of sound reasons. These have to do with:
- web architecture
- print considerations
- common sense
- future proofing
- search engine optimization
- and simply making it possible for a support person to speak a URI over a noisy phone line and be understood.
You will only have a limited number of opportunities to create URIs — specifically when creating directories (folders) and file names. Nevertheless, it is still quite easy to create a legacy of suboptimal choices that someone else will inherit.
When you need to edit a file in a directory with many files, it is important to be able to locate it logically and quickly. Consider also that in the future someone else will need to be able to negotiate the terrain that you have created, so be kind. Your directory names should reflect their contents.
It pays off to be tidy and organised in the web site you work up. Nonetheless it needs to be stated regularly, as a minimum, you should create:
- a single images directory (/images/) for your site and refer to it for all prepared graphics and photos,
- a common directory (/common/) to contain any feature includes you have created for reusable content
- and if you know you will have more than a few .pdf files, an appropriately named folder (pdf) also. If you have a mixed collection of documents, a folder called ‘documents’ may be more appropriate.
Be clear, exact and simple without being too simple when creating file and directory names — abbreviations and acronyms can be useful, but they can also create a frustrating puzzle for users to unravel. Again, common sense should be your guide.
Grouping like files in obviously named directories mirrors the way the human brain structures information, so it is helpful to users to find information quickly and efficiently. An example would be:
http://www.une.edu.au/neutron-reseach-group/projects/
As much as possible, avoid redundant information in file names. It isn’t necessary to have a URI:
http://www.une.edu.au/histrionics-conference/pdf/histrionics-conference-2007-presentation-guidelines.pdf
when, this covers the requirements:
http://www.une.edu.au/histrionics-conference/pdf/guidelines.pdf
If, in such a case the guidelines are updated, DO NOT create a file called ‘guidelines-new.pdf” or “guidelines2008.pdf”. Give the file the same name. This will avoid breaking links to your page. (See Future proofing.)
If, on the other hand, another set of different guidelines arises, then create a filename which distinguishes it from the first, ie, guidelines-publication.pdf, etc.
File names should not be duplicated in one directory. Check that there isn't already a file with the name you want to use in the folder. While some systems will warn you of such a possible error, others will simply overwrite the original file.
Future proofing
Consider what happens if you change a filename or delete a file completely from your web space. There is really no way of knowing how many people have bookmarked a particular file. Just think how you feel and react when you go to a site in search of information and the critical link produces an Error 404 or Page Not Found notice. It isn’t good for organisations to have dead links of any kind.
URIs you create need to stand the test of time. While it isn’t practical to try to take into account all future possibilities, it is feasible to come up URIs and web directory structures that are not likely to need changing. Obviously it would be unwise to remove the index.php file since every directory needs one. Likewise, for Areas of Study/Subject/School pages, it would be misguided to alter at any point the names of pages that make up the required minimal set.
The second point is that there may also arise the situation in your web space for the need to present documents which accumulate over time — for example, committee minutes. Future proofing these is possible by way of a logical directory and naming structure, eg:
http://www.une.edu.au/school/humanities/res-comm/minutes/2007/20-3.pdf
Following this scheme by adding files and directories for each year builds on the predetermined organisation and while ever the directory structure exists it, informs as to content. So in 2011, the URI for the most recent minutes could look like this:
http://www.une.edu.au/school/humanities/res-comm/minutes/2011/10-9.pdf
Default file
Every folder (directory) on our web site must have an index.php file (the exceptions are your images, common and documents directories). This is the default file.
So if a user enters a URI that specifies a folder rather that a file (eg http://www.une.edu.au/ instead of http://www.une.edu.au/file.php), a web page called index.php will be displayed in the browser.
If index.php can't be found, a list of all the files and folders in that folder is displayed. This is unprofessional and can result in the user getting frustrated and leaving your site. Avoid this by having the main or introductory page of each folder contain an index.php file.
Redirects
You may be aware of ‘redirects’, ie, a facility on large computer systems to point from one file to another. While this may seem a useful way to deal with file name changes, etc, there is no reasonable way for the average web author to keep track of them. As general advice avoid redirects when other solutions are possible. Update file content rather than creating a new file with a different name which serves the same purpose as the first.
If redirects can't be avoided, create one using the redirect form in the CMS.