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Media library storage and naming conventions

The naming conventions to use when uploading images, documents and videos to the CMS.

The CMS Media Library stores thousands of images, documents, videos and audio files, so it's a good idea to name all uploaded files well so users can find them. 

Our overarching naming convention rules for the Media Library is:

  • file names should contain no spaces, only hyphens between words (e.g. "safe-and-strong-a-victorian-gender-equality-strategy.doc")
  • the uploaded image, document or video in the CMS should have a title/name that has spaces in it, not hyphens (e.g. "Safe and strong: A Victorian gender equality strategy").

Naming images

There are 2 different naming conventions to keep in mind for images:

  1. The file name of the image (what it is saved as on your computer)
  2. The image title (what you name the image when you upload it to the Media Library).

Image file name

The file name should:

  • be descriptive
  • contain no spaces
  • use hyphens (not underscores) to separate the words and make the file name as easy to read as possible
  • not be a generic file name like IMG_001.jpg

For example, an image of a girl laughing should be saved as "girl-laughing.jpg" before uploading to the CMS Media Library. If you have this image saved with a file name that contains spaces (e.g. "girl laughing.jpg" please rename it to replace the spaces with hyphens).

Image title in Media Library

When you upload an image to the CMS Media Library, you need to give it a title. This is added in the text box called 'Name' and should use spaces (not hyphens). 

For example, the file name is "girl-laughing.jpg" and the title is "Girl laughing". 

A screenshot of the Media Library in the CMS, showing the image upload screen.

You should make sure this title also includes meaningful and descriptive information, such as "Girl laughing", rather than a generic name like "Image 1" or "Homepage image" as when you use the media library to search for an image you have previously uploaded, you search by the image title.

Keep in mind that what you put in this image title field doesn't usually show on screen, but it will if the image is added to an image gallery. 

If the image is of a specific person then their name and position should be included in the title. For example:

  • Hon Linda Dessau, Governor of Victoria
  • Alana Johnson, member of the Ministerial Council on Women's Equality

If you're uploading several images that belong together, such as members of a council or honour roll inductees, it's a good idea to put this consistently in the image names, for easier searching. For example: "Stella Young – 2017 Women's Honour Roll". 

Ready to embed your image onto a page? 

Check out our guide on adding an image for more information. 

Naming or updating documents

There are 2 different naming conventions to keep in mind for documents:

  1. The file name of the document (what it is saved as on your computer)
  2. The document title (what you name the document when you upload it to the Media Library).

Any documents you'd like to upload to the CMS Media Library need to have a file name without any spaces. Instead, use hyphens (not underscores) to join words so the file name is as easy to read as possible (e.g. "Safe-and-strong:-a-victorian-gender-equality-strategy.doc").

When you upload this document, you should then use spaces for the document title (e.g. "Safe and strong: A Victorian gender equality strategy").

If the document is an annual document, include the year should be at the end of the document (e.g. "Safe and strong: A Victorian gender equality strategy 2017").

Version numbers should not be used. A new version of a document should be saved over the top of the old version, to ensure any links to this document remain up to date and the media library doesn't get clogged with out-of-date, superseded files.

Uploading a new version of a document

  • Go to the Media Library
  • Find the document and click Edit
  • Click Remove
  • Upload your new version – this document must have an identical file name in order to overwrite the old file, hence why you shouldn't include version numbers in the document file name. 

Ready to embed your document onto a page?

Check out our guide on adding a document for more information. 

Naming videos

    Videos must be added via the Media Library only, not by pasting embed code into the page.

    This allows for metadata to display the embed from Youtube or Vimeo correctly to include fields for:

    • a written transcript of the video content
    • running time
    • title
    • description

    There are 2 different naming conventions to keep in mind for videos:

    1. The file name of the video (what it is saved as on your computer)
    2. The video title (what you name the video when you upload it to the Media Library).

    The video's file name must not contain any spaces. Instead, use hyphens (not underscores) to join words so the file name is as easy to read as possible (e.g. "Making-rent-fair.mp4).

    When you upload this video, you should then use spaces for the video title (e.g. "Making rent fair"). 

    Ready to embed your video onto a page?

    Check out our guide on adding videos for more information.

    Reviewed 05 May 2021

    Vic Gov digital guide

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