You have just finished digitizing a set of oral‑history interviews recorded on a handheld recorder. The files sit in a folder with names like “Interview1.wav” and “2021-03-15.mp3”. When a researcher later asks for the interview with Aunt Maria from the 1970s, the current filenames give no clue about who is speaking, when the conversation took place, or which branch of the family is involved. A consistent naming system resolves this ambiguity and makes the collection searchable without a separate database.
Common Naming Mistakes
The most frequent errors are dates in non‑standard formats, vague titles, and missing identifiers. A file named “03-15-2021.wav” can be interpreted as March 15 or May 3, depending on regional conventions. Titles such as “Interview” or “Audio” do not convey who is being interviewed or the subject matter. When a file lacks a unique identifier, duplicate names appear, forcing manual disambiguation each time the collection is accessed. These issues compound when files are moved between computers or shared with collaborators.
To avoid these problems, start by reviewing the current filenames and noting any that do not follow a clear pattern. List the date format used, any missing subject names, and any duplicate file numbers. This inventory will guide the redesign of the naming scheme and prevent the need for later corrections.
Date‑First ISO Naming Convention
A reliable convention that works without a database begins with the interview date in ISO format (YYYYMMDD). Placing the date first ensures chronological sorting in file explorers and eliminates ambiguity. For example, “20210315” unequivocally represents 15 March 2021. The ISO string should be followed by an underscore and the remaining elements of the filename. This structure also allows easy filtering by year or month using simple search tools.
Checklist:
1. Convert every interview date to YYYYMMDD.
2. Use an underscore as the separator after the date.
3. Keep the date component exactly eight digits, no dashes or spaces.
4. Verify that the date matches the recorded session before renaming.
Required Elements in Each Filename
After the ISO date, include the subject’s full name, the interview number, and, when needed, a location code. A typical filename looks like “20210315_MariaGonzalez_01.wav”. The subject name should be written in plain text, without special characters, and with spaces replaced by hyphens or omitted. The interview number distinguishes multiple recordings of the same person, especially when follow‑up sessions occur. If the collection contains several family branches, a short location code (e.g., “TX” for Texas) can be inserted after the interview number.
Numbered steps for constructing a filename:
1. Write the ISO date.
2. Add an underscore.
3. Append the subject’s name (FirstLast or First-Last).
4. Add another underscore.
5. Insert the interview number, padded to two digits (01, 02, …).
6. If applicable, add a third underscore followed by the location code.
7. Finish with the appropriate file extension.
Numbering Multiple Files per Session
When a single interview generates several audio tracks, video clips, or supplemental recordings, assign a sequential suffix after the interview number. For example, “20210315_MariaGonzalez_01a.wav” and “20210315_MariaGonzalez_01b.wav” indicate the first and second parts of the same session. Use lowercase letters or two‑digit numbers (01, 02) consistently across all media types. This approach keeps related files together in alphabetical order and avoids gaps that could suggest missing content.
Guideline:
– Use a single character (a, b, c…) for up to 26 parts.
– Switch to two‑digit numbers (01, 02…) if more than 26 files exist.
– Keep the suffix directly attached to the interview number before the file extension.
Adding a Location Field for Branch Distinction
If the oral‑history project spans multiple family branches, insert a short location identifier after the interview number. This could be a state abbreviation, a city code, or a custom branch label such as “North” or “South”. The resulting filename “20210315_MariaGonzalez_01_TX.wav” instantly tells a researcher which branch the interview belongs to, without needing to open the file. Keep the location code to three characters to maintain readability.
Implementation steps:
1. Define a list of location codes used across the collection.
2. Add the code after the interview number, separated by an underscore.
3. Ensure the code is unique for each branch.
4. Document the code list in the master index.
Applying the Convention to Other Media
The same filename structure should be used for photographs, scanned documents, and handwritten notes that accompany an interview. A photo taken during the session becomes “20210315_MariaGonzalez_01a.jpg”; a scanned letter is “20210315_MariaGonzalez_01b.pdf”. By treating all files as part of the same naming system, you can sort a mixed‑type folder and still see which items belong together. This uniformity also simplifies backup scripts and bulk‑export operations.
Tip: Preserve the original file extension to indicate media type, but never alter the base name when converting formats. If a file is edited, add a version suffix such as “_v2” before the extension.
Batch Renaming and Master Index
Existing files can be renamed in bulk with free utilities like Bulk Rename Utility (Windows), Advanced Renamer, or the command‑line tool “rename” on macOS/Linux. These programs let you construct a new name from a pattern that includes the date, subject, and number, while preserving the original extension. Perform a test run with the “preview” option to confirm that each new name matches the intended format before applying changes.
After renaming, create a master index in a plain‑text file (CSV or TSV). Each line should contain the filename, the subject’s full name, interview date, location code, and a brief description. Store the index alongside the collection and back it up regularly. The index serves as a quick reference and can be imported into spreadsheet software for further analysis.
Worth remembering: Use a date‑first ISO format, followed by subject name, interview number, and optional location code, applying the same pattern to all media. Consistent suffixes for multiple parts and a simple text index keep the collection searchable without a database.
Common questions
What is the simplest way to start?
Begin by renaming a single interview file using the ISO date, subject name, and interview number, for example “20210315_JohnDoe_01.wav”. This single example establishes the pattern you will apply to the rest of the collection.
What mistakes should I avoid?
Avoid non‑standard dates, vague titles, missing subject identifiers, and duplicate file numbers. Also, do not use spaces or special characters in filenames, and keep the location code consistent across all entries.
How do I know when the project is finished?
The project is complete when every file follows the agreed naming pattern, all multiple‑part recordings are sequentially suffixed, and a master index lists each filename with its corresponding details. A final check of the index against the folder contents confirms completeness.