Characteristics of an accessible file name

Descriptive and specific

Clearly convey the purpose or content of the file.

  • Example: Instead of Document1.pdf, use Meeting_Agenda_2024-12-11.pdf.

Avoid special characters

Don’t use symbols like @, #, %, or & as they may not be recognized by all systems or assistive technologies.

Stick to letters, numbers, hyphens (-), and underscores (_).

Use spaces or delimiters thoughtfully

Avoid spaces, as they can create issues in some systems. Instead, use hyphens (-) or underscores (_) to separate words.

  • Example: Quarterly_Report_Sales_2024.pdf.

Keep filenames concise

Aim for brevity while still being descriptive. Long file names can be truncated or harder to interpret on small screens or certain software.

Be consistent

Maintain a naming convention for easier organization and understanding.

  • Example: YYYY-MM-DD_Event_Name.pdf or ProjectName_VersionNumber.docx.

Include relevant information

Add dates, version numbers, or context if applicable.

  • Example: Policy_Update_2024_v2.docx.

Avoid ambiguity

Ensure the name is unambiguous and does not rely on insider knowledge.

  • Example: Instead of ClientA.pdf, use Client_Proposal_CompanyA.pdf.

When using date formats ensure that the same system is in use by everyone or use the written version 2025_January_2_update_V2.docx

Make it machine-friendly

Avoid case sensitivity issues by sticking to lowercase letters if possible.

Examples of good accessible file names

  • Team_Meeting_Notes_2024-12-11.docx
  • Annual_Financial_Report_2024.pdf
  • Accessibility_Guide_v1.3.docx
  • Workshop_Registration_Form.pdf