Files, Folders And Formats Guide

by | Mar 16, 2022 | Brand Standards | 0 comments

Digital File Naming Convention

Elements: Entity – Project, Item or Document Title – Date (of authorship or publish/due date if deadline exists) revision number (optional for versioning)

Example:
  • tc-brand-logo-white-on-clear-20220110v1

Detailed Instructions:

File names should contain no spaces (dashed instead), limited special characters and be lower case.

Entity

An abbreviation of the individual, group or organization publishing the content. Initials only with no punctuation marks. Authorship, if needed, should be included in the file or document itself.

Example:
  • tc = Today.Church general files
  • ar = Aubrey Robertson
  • cr = Celebrate Recovery
  • lg = Life Groups
  • wtc = Welcome to Church
  • tck = t.c Kids

Make sure that those who are producing content for your team or project know the correct entity abbreviation to use.

Project, item or Document Title

A full description both of what the file is called and what its intended purpose is. For instance, the title of the sermon and that it’s a sermon. Keep it simple but informative. No non-standard abbreviations. The goal is for everyone to know immediately the name or title and intended purpose. If the title is part of a collection that needs a designation, like a sermon series for instance, use an underscore between the collection and title. If the same image or item has different sizes, formats or colors – include that at the end of the title.

Examples:
  • Sermon = tc-faith-forwardwait-for-it-sermon-20220109.pdf
  • Serve TEAM Orientation Guide = st-orientation-guide-20220110.pdf
  • Event graphic for web and screen = tc-evening-prayer-graphic-fb-event-20220227 | tc-evening-prayer-graphic-screen-20220227
  • Full and small transparent colored logo = tc-brand-logo-prime-on-clear-20200419 (full size) | tc-brand-logo-prime-on-clear-200px-20200419 (200px wide)

Date & Version

Preceded with a dash in numerical year (4-digit), month (2-digit), day format (2-digit). If the item or project has a publish deadline or a due date, that should be the project date. For general use items and projects the date of authorship/creation should be used. Revisions should be created with version numbers AND a different date if the deadline changes or if it’s a major revamp.)

Examples:
  • 1st Logo prime color icon revision = tc-brand-icon-color-on-white-20220316v1
  • This training guide (no due date, no published revisions) = t.c-files-folders-and-formats-guide-20220110
  • This training guide as part of a Brand Standards project = tc-brand-standardsfiles-folders-and-formats-guide-20220110

Project and Team Digital Folder Structure

Team Share Root Folder Structure

/Inbox

The starting point for projects and one-off deliverables. Items shouldn’t stay in this folder long but should quickly be moved as the priority is decided.

/Active

Items and projects in progress that have a deadline or top priority.

/Ongoing

Items and projects with repeated deliverables to be created at regular intervals. Subfolders as needed.

  • /Daily
  • /Weekly
  • /Monthly
  • /Quarterly
  • /Annual

/Deferred

Things still on the to-do list but with a future calendar date (in filename and on task calendar.). If delegated, the project or item should be transferred to the appropriate team inbox.

  • /Until
  • /Outsourced

/Complete

Ta-done! Current year’s completed things.

/Maybe

Wishlist or future items and projects

/Resources

The library of shared or team wide reference documentation and assets that can be retrieved as needed.

/Archive

Things more than a year old, in annual folders moving forward.

Project Folders

If something being worked on has more than one file, it belongs in a project folder named as outlined above.

/Inbox

Ideas, brainstorming, unassigned tasks or resources.

/Create

Production source files like Photoshop or Pages. Subfolders if there are many deliverables:

  • /Writing
  • /Graphics
  • /Motion
  • /Data

/Deliver

Project deliverables like images and documents go here. Subfolders as needed:

  • /Images
  • /Documents
  • /Video

/Resources

The library of share or team wide reference documentation and assets that can be retrieved as needed.

Shares:

Pastor.Share

”Whatchoo lookin’ at?”

Admin.Share

Ministry.Share

  • /Inbox
  • /Resources
  • /Archive
  • /Creative
    • /Writing
    • /Graphics
    • /Motion
  • /Production
    • /Print
    • /Digital
    • /Web
  • /Ministries
    • /Worship
      • /Music
      • /Tech
      • /Speaking
    • /Impressions
    • /Disciple
      • Church
      • Groups
      • DMM (Disciple Making Movement)
      • Teams
        • Kids
        • Youth
        • Outreach
        • Prayer
    • /Online
      • Social
      • Website
      • Campus
      • Connect
        • Planning Center
          • People
          • Events
          • Schedule
          • Giving
          • App
        • Text
        • Email
        • Chat
        • Virtual

CR.Share

Physical Labels For Things

Elements: Entity & Team or Location (if specific or needed) Descriptive Name (Simple name of the item or product)

Examples:

Physical Asset Label = t.c T8 Center Camera | t.c T8 HsRt Tripod

File Folder = CR TEAM Values, CR t.c PRO Values

Detailed Instructions:

Physical label names should contain spaces and be Title Case.

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