Working with Digital Files
There is the physical world and then there is the digital world. In the physical world we create systems and categories, psychologically and physically, which help us navigate and find our sense of self. Then there is the digital world. We open our computers, our phones and there is a whole world in there, which also requires navigating. It is easy to get lost in the real physical world and also in the digital realm. Who doesn’t have a desktop which periodically gets full of files which have no particular name or home? Ok, perhaps it’s me and there are indeed those uber-organised people, but certainly a little attention to how we deal with digital files can’t go amiss, especially for a freelancer or anyone working in the digital realm, whether you work individually or with other people and so needing to share files. This article is a look at best practices when working with digital files, so let’s get started.
When planning to prepare files, what are some of the things one needs to consider?First off, the purpose, so why are we creating this file and what it is going to be used for. This will dictate everything about it, from the native software we choose to create the file in to the naming convention and the type of file we save it in. It is important to consider if the file is going to be for print or for web, or potentially both. Is it going to be shared with anyone and who is the target audience? And also, of course, where is it going to be stored? It will be important for file retrieval, much like that desk where you just leave random pieces of paper on it until you can barely remember what the actual desk looks like in the first place and then the hunt begins. No. No one enjoys that. So, it’s all about systems and order so our energy can be best used for creativity, fun and relaxation.
Below is a list of some of the details to consider:
File size / Image size
Purpose - Print, Web, Mobile, Film Video
Resolution - 300 / 72 ppi. This is important to consider when working large-scale and especially in print. We are now used to many images and files being accessed viewed on screens, often mobiles, but when we do go to print, it can be disappointing to see the resolution is not optimal so some attention here can be very important.
Raster Vs Vector file. Raster files are pixel-based and resolution dependent. They are used for detailed images whereas Vector can be used for everything. Vector files are resolution independent, can be scalable & have a larger file size. It is possible to convert between Raster and Vector. However, it is easier to convert from Vector to Raster, rather than the other way around.
Native software - which is going to allow us to create the kind of document we want? Is it Photoshop or Illustrator, or even perhaps online software websites, such as Canva? Or when working with audio, which DAW is going to allow us to work efficiently and also with the team we may be involved with?
Exporting - which kind of file and where is it going to be stored?
Sharing - can our team or client open the file we’re going to send them? For example, there are many versions of word and not everyone even uses it, some do use Pages or even some other Opensource software, so it is common practice to send files in PDF where possible as it is guaranteed it won’t change on someone else’s computer.
Size
Usage rights - this is especially important when sharing on the web or in print and with clients. Make sure you don’t get stuck in the copyright trap and know your rights.
File Storage
As viewed briefly above, where and how we store our files is important for file retrieval and archives. Below is an image from the folder for the course I am currently doing. It includes clearly labelled folders. I have chosen to include an extra folder named “1 ADMIN” which I often do where I store anything relevant to the organisation of the course itself. Please ignore that it sits on my Desktop with random files. I have a system. I promise.
Why is it important to create a hierarchical system of storage? As we have explored, it is vital to save time and energy and also makes it easier when working with deadlines and other people in your team. You might be asked to follow some sort of system if working in a team or in an organisation. Files size can affect where it is stored or shared. Here are some of the options available to us.
Dropbox - This is a cloud-based service, which has a free account and a paid account. You also gain space by referring friends. It also saves the files onto your computer in its own folder. It is very useful for collaborative projects.
Cloud storage - Dropbox, Google Drive, i-Cloud, One Drive, USB. All of these are valid and used more and more nowadays. Useful but we just do have to make sure we have access to the internet so…
Hard Drive - BACK UP is essential. I have learned this the hard way when I unfortunately got burgled and my external Hard Drive and computer was stolen, so the lesson was to have multiple forms of back up if possible.
Internal/External storage (usb, hard drive) - It is encouraged to keep as few files on your computer itself so it doesn’t slow it down, and thankfully nowadays there are small external Hard Drives which store a lot of data on them. Not many people use USB sticks nowadays, but it is still a successful means of storing information and sharing it.
Internal server - this applies to companies and organisation mainly.
Organisation - It is important to have efficient systems for clear access and quick retrieval of files, especially when working in a team and to deadlines.
Organised, logical, hierarchical folder structure - who doesn’t like this? Essential and makes the work flow process that much smoother. Clarity is next to Godliness. Or was that Cleanliness? Either way, it makes for smooth sailing.
File Naming
There are conventional ways of naming files as logical can be very subjective. Either way, whatever works, it is important for retrieval of files, and for how easy it is to find and access the files you’re working with or have even archived. Below is a list of things to consider:
Special Characters !@£$%^&*() are NOT supported.
Projects_Author_date.pdf is a good example of effective file naming.
Numbering system - version control.
FNC - File Naming Convention - what is yours as a freelancer or does your organisation have preference?
Cml / CamelCase»»ProjectAuthorDate.png - this is great is you prefer not to underscore.
3/2/22, 3/2/04 - if you use these after a while they will be jumbled so it is better to use this format when storing with date: YYYY_MM_DD
Version numbering / version control (v0001.pdf)
Draft (d) - useful if you want to make sure you don’t send a draft copy!
Name length - keep it short and succinct
Logical abbreviations - can other people understand them?
File Formats
There are many different kinds of file formats and they change over time as technology progresses. Here we’ll look specifically at files relevant to design. Below is a choice of four file formats for saving graphic and image content for web:
JPEG - lossy, good for photos, compressed every time.
PNG - supports transparency whereas jpeg doesn’t. It reduces using a lossless system (Logo/Images). Very often this is the format of choice.
PDF - portable document format, embedded font / images, (it can be interactive).
GIF - Support animation, image file.
I’d like to also include this newer format, which I have found curious. You may have noticed your iPhone saves your image files in this format, as does Canon nowadays. Will the world move in this direction?
HEIC - THE NEW JPG?! Format, covers image and graphic - High Efficiency Image Container
Now that we are all pros at working with files in their varying formats and understanding how to be proficient in our storing system, we can enjoy the efficiency this allows us to bring to our work and use the saved time to get out there in nature and relax after a good day’s work!
