File Management Best Practices

Keeping course files organized in Canvas with a coherent naming convention and file folder layout makes it easy to see what files are actually used in a course and what should be updated every session. Think of this as a way to help both your future self and future colleagues who may teach this course.

Organization of Files

Step 1: Creating Folders and Subfolders

1. Navigate to the “Files” tab on the left hand side of your Canvas course
2. Next to “Upload” there is a button labeled “+ Folder”. Click this to create a folder
   1. Name the folder to something that makes sense for your purposes
      1. Module, Unit, Exam, Resources, etc.
3. Creating a subfolder (Modules Folder → Lesson 1 Folder → Lesson 1 Powerpoints)
   1. Open main folder
   2. Create additional folders that follow similar naming convention within the Canvas course
   3. Upload Images/Resources to folder
      1. Ensure files are named correctly before uploading them to the Files tab for ease of access

Step 2: Naming Conventions

The naming convention of all files uploaded to Canvas should follow the same naming convention of the overall course. For example, the first image in Module 1, Lesson 3 could be named something like M1.L3.1

• Stay away from long file names - this can make looking for files difficult and time consuming. File names should always be clear, concise, and easy to find.
• Reference the file location of a resource/image rather than a description of it (M1.L3.1 vs protein diagram), this can aid in locating the file quicker

Step 3: Uploading Files (Powerpoints, Images, etc.)

1. Navigate to the “Files” tab on the left hand side of your Canvas course
2. Two options for uploading files:
   1. Upload button in top right corner of Canvas
   2. Drag and drop files from folder into center screen
3. Ensure the file has uploaded correctly and the quality is fair by opening it
4. To upload to a specific folder
   1. In Files, click on a folder to open it up
   2. Upload at this point and it will remain in this folder
      1. Clicking on a subfolder will open it
      2. Uploading to the subfolder will leave the files within that subfolder
         Files → Folder → Subfolder

Managing Course Files

Each course has their own set of images and resources that need to be uploaded. Some courses may not have many, but it is difficult to track them nonetheless. There are many ways that instructors can track their course files, but it is all dependent on what works best for them. Some methods that work may be storing all files within a folder on your computer desktop, having multiple labeled thumb drives, or utilizing a copy of the TLC’s Image Inventory. 

Accessibility Compliance

Check that all your files are in accordance with accessibility standards. Images must have alt text, long description, and be tested for color blindness compatibility. 

Resources

Designing for Colorblindness
Alt Text and Long Descriptions: A Practical Guide 
Image Inventory - TLC Template