Ensure the purpose of the document is quickly and easily identifiable In most organizations, the policy for naming a file (and hence a record) is left to individuals or to groups of individuals (e.g., departments, committees). File Naming Conventions. The conventions are primarily intended for use with Windows based software and documents such as word-processed documents, spreadsheets, presentations, emails and project plans. File naming conventions help you stay organized and makes it easier to identify your files. As a general policy, do not use periods or spaces in file names. We used Windows Small Business Server (now known as Windows Server Essentials ) and were able to establish a hierarchical definition of the electronic file structure based on the roles of individuals. Document files . Naming folders and files in a consistent, logical and predictable way means that information may be located, identified and retrieved by yourself or colleagues, as quickly and easily as possible. Classification: How to Organize Your Records, Disposition: Records Destruction or Transfer, Victoria University Records Schedule [Under Construction], Reduce the chances of saving duplicate items (especially duplicate items with different names), Facilitate transfers to Archives or destruction, Assist in maintaining business continuity, Folders in shared drives or other electronic repositories should reflect your paper files, where possible, Order file and folder naming elements for easy access and avoid repeating elements unnecessarily, Limit folder structure to three deep, where possible, Avoid mixing materials with different retention periods into the same electronic or paper folder, Consider appropriate storage: Avoid storing records on your C drive or desktop as this is not backed up, Departmental records policy, procedure, or manual. Standardized naming conventions improve the speed of retrieval. %%EOF Develop a naming convention based on elements that are important to the project. Some examples would be Structural Calculations, Geotechnical Reports, Kitchen Equipment Cut Sheets, COMchecks, Roofing Why use naming conventions? Utilizing a Forensic Electronic Document Management System (FEDMS) to organize HR files is an excellent HR management software solution. Naming Conventions for Electronic Documents AP 30-52 INTRODUCTION . Records Management - Managing Electronic Records – File Naming Conventions - 3 - 3. Because electronic records may be part of records series that include paper records, the file naming policy for electronic records should fit logically with your paper records naming. Naming folders and files in a consistent, logical and predictable way means that information may be located, identified and retrieved by yourself or colleagues, as quickly and easily as possible. This document is intended to provide a common set of rules to apply to the naming of electronic records. Folder Naming Conventions Folder naming conventions provide all information within the system with a coherent context and logical frame of reference. For example, a letter published on a web site might be part of a records series that includes additional paper documents in a file … Keeping everything separate (in terms of secure access), yet organized in an efficient manner, is much easier if you have a FEDMS. Now that eFiling is entering more and more courts, file naming … 1. The purpose of file naming conventions. When physical filing was the standard, the court never would have seen the name of a digital document. Establishing office conventions for electronic file/folder naming will also prevent files from being misfiled and lost. If division is necessary, use underscores or dashes. 6-26-20. 1. Researcher name/initials 4. This document explores the general characteristics of records, how records are used and referenced, and the file-naming Indicate version number where appropriate 5. Electronic File Naming Standards for Building Permits . This tip sheet provides examples of naming conventions; each unit may determine its own file naming procedure as long as it is applied consistently. The following file-naming convention incorporates best practices in electronic records management and information technology. 0 Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: Establishing naming conventions within your office will help you: Contact the Records Manager for assistance. 427 0 obj <>stream Keep file names short but meaningful 2. Need help developing or documenting an organizational structure for your office? Develop a naming convention based on elements that are important to the project. Establishing naming conventions within your office will help you: Check out our Naming Conventions tip sheet for examples and best practices. File naming best practices: Files should be named consistently; File names should be short but descriptive (<25 characters) (Briney) For file naming ideas, see The Family Curator’s Tips for E-A-S-Y Digital File-naming to Organize Digital Files. File names should allow you to identify a precise experiment from the name. If you have large numbers of files of different types, you should produce a document describing the file naming convention used for the research; Background information about each item (individual interview, focus group, photograph etc.) As a general policy, do not use periods or spaces in file names. Developing an FNC is done through identifying the key elements of the project, the important differences and commonalities between your files. See Classification: How to Organize Your Records, for more information on record classification [this section is under development]. The average person will name a file in a way that best suits them and that file name might not have any information to the next person who needs to access the file. Include any unique identifiers, e.g. eFiling and file naming. The simple rules apply equally to electronic and physical files and folders. HOW SHOULD ELECTRONIC FILES AND FOLDERS BE TITLED? A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. Document your organization decisions, train staff, and conduct regular reviews to ensure compliance. The Department of Planning, Industry and Environment’s (DPIE) e-portal requires the upload of documents and limits the number of characters you are allowed to use in the title. These files are required to be in PDF format. Contact the Records Manager for assistance. Electronic Document Naming Conventions Here is an example of a document name using all seven elements of the naming convention .The ... • Click on ‘insert’ in the Outlook menu bar.Choose ‘Attach File’. A File Naming Convention (FNC) is a framework for naming your files in a way that describes what they contain and how they relate to other files. Add initials to the very ends of your documents if you want it to be clear who is handling each. All Rights Reserved. )l�����q���ۀ�g��J��[��&Nd�j��`(���h`� �(�b/�h��KT�� b!�� ЅK�5�6�}4И��',�h�R>��%�� ����� �Q``����= �X�(i���@���� ��X�&@�1� ��K� endstream endobj 397 0 obj <>/Metadata 36 0 R/Outlines 79 0 R/PageLayout/OneColumn/Pages 394 0 R/StructTreeRoot 102 0 R/Type/Catalog>> endobj 398 0 obj <>/ExtGState<>/Font<>/XObject<>>>/Rotate 0/StructParents 0/Type/Page>> endobj 399 0 obj <>stream Location/spatial coordinates 3. File Naming Conventions. Naming conventions are rules which enable the titling of electronic and physical folders, documents and records in a consistent and logical way. Consistency is key! Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. 'File names' are the names that are listed in the file directory and that users give to new files when they … Be consistent 4. While your office may have access to an abundance of server space for storing electronic documents, it is still important to dispose of electronic records whose retention periods have expired. You might consider including some of the following information in your file names, but you can include any information that will allow you to distinguish your files from one another. A file naming convention is a framework for naming your files in a way that describes what they contain and how they relate to other files. Electronic Reading Room for DLA Procurement Data Files Names for DLA Procurement Data Files posted on this site will contain 10 characters. By using good naming conventions you spare people the frustration of going on a scavenger hunt. Need help developing or documenting naming conventions for your office? Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. File and Folder Naming Why create a naming convention? The Court of Appeal strongly encourages parties to file electronic versions of other court documents, including appeal and motion materials filed in criminal and civil proceedings, in addition to the paper copies of these documents. Descriptive file names are an important part of organizing, sharing, and keeping track of data files. The following file -naming convention incorporates best practices in electronic records management and information technology. 396 0 obj <> endobj Put the date at the beginning of the name to keep the files in a hierarchical order. Rev. cN֬�4��u@���%Bm)�յ���;�2��v�� The names you assign to your electronic documents constitute the foundation for the proper management of your documents. Most file naming conventions begin with a date. A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. Click on the ‘Insert’ drop-down menu and select ‘Insert as Hyperlink’. A need for consistent naming practices for electronic content items, specifically documents in directories, has been identified. The average person will name a file in a way that best suits them and that file name might not have any information to the next person who needs to access the file. Default File Naming Explained ŕ�w��)y��q�y�R�;eBk�g"V� and easy to use file-naming standard to be implemented in any office. File naming best practices: Files should be named consistently; File names should be short but descriptive (<25 characters) (Briney) The files are structured as follows: Manuscript Collections. Give electronic files logical, specific names and include dates in file names if possible. Using naming conventions will help you: Create consistent names for electronic documents; Distinguish documents from one another; Determine the relevance of documents without having to open them; Sort documents logically and group related documents together. For more information on transferring to Archives or preparing for destruction, please see our Disposition page, Tip Sheets, and Forms. The following file naming convention incorporates best practices in electronic records management and information technology. The goal when naming files is to be able to tell what the file is about without having to open it and look. Now that eFiling is entering more and more courts, file naming … This guideline helps in naming electronic documents and folders consistently, logically and in a predictable way distinguishes them from one another at a … Organizing your workspace consistently will help ensure electronic records remain accessible, authentic, and complete from their creation to disposition. It is also essential for effective collaboration between individuals working on common business activities. The most important rule with dates is to begin with the year first, then the month, then the day, in a YYYY-MM-DD format. If division is necessary, use underscores or dashes. Duplication Do not duplicate the folder name within the file names as all the files stored within in a folder will relate to the same subject, which is already recorded in the folder name. Establishing office conventions for electronic file/folder naming will also prevent files from being misfiled and lost. Establishing a file naming convention for employees is a key part of managing e-records throughout their lifecycle. h��Zmo�6�+��~H�WQ h�b```� 406 0 obj <>/Filter/FlateDecode/ID[<92F25434197CD64BBD7258B430AB48A5>]/Index[396 32]/Info 395 0 R/Length 73/Prev 200172/Root 397 0 R/Size 428/Type/XRef/W[1 3 1]>>stream Choose a format for naming your files and use it consistently. & �d�h���V3��� �Q0f"UرL�Y SJ��� (I��J�fR2R�X�:�Y�a"��52��aI��A�H,�n�Eή�^���4��>'����S�T�}^G����-9~��Σ�|�܂?�1xk�S �-��L �c�\�E���8m��:/&��ǿ4��(?���˲jF������$[���l�Rχd���������EtY��l���8�ѻ+�ywu�ӏ��G��l�D˼u�����I�5y4�H�zj�F#��������4{z�� �"�~�[֑��,{X�4�Ϊ�99�>�I������,��//�u���eV�է�ĸ��$8܎�T���&�S��r���1����*��ւ8�W�G���|���Hp؃|�'�.�`Q�������\. Efficient management of electronic records begins with accurate file-naming. They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. according to agreed office conventions will also make file naming easier for each employee because they will not have to re-think this process each time a document is created, received and/or saved. By consistently organizing your files, you will be able to quickly find what you need. This ensures that the correct records can be located, identified and retrieved from a filing system in a timely fashion, and that they are stored in an appropriate secure location. Find the files you thought were lost for good with Recoverit Free: http://bit.ly/2zAdEBIHow should you name your files so you can find them easily? File and folder naming conventions are key to maintaining well-organized electronic directory and drive structures. Use a dash or underscore instead of a space, and begin dates with the year. The following naming conventions should be used when uploading documents online for building permit submittals. A good file naming system for photos is essential. Probably the best file naming convention ever With the increasing use of systems such as SharePoint that encourage collaborative working, it is important that folders, documents and records are named in a consistent and logical manner so they can be located, identified and retrieved as quickly and easily as possible. To review examples of these tools or to request assistance in drafting documentation, please contact the Records Manager. Descriptive file names are an important part of organizing, sharing, and keeping track of data files. fο� ���� The file name serves one purpose: to identify the file and keep all files organized. Documenting naming conventions and file organization decisions can be done using various tools such as: Regardless of how decisions are documented, it is important is to train everyone and follow-up regularly to ensure compliance. Document your naming convention decisions, train staff, and conduct regular reviews to ensure compliance. A naming convention will help keep records orderly and accessible in contrast bad/inconsistent file naming can lead to which to accidental overwriting and misplaced files. This document explores the general characteristics of records, how records are used and referenced, and the file-naming rules that should be applied to all electronic records. Standardized naming conventions improve the speed of retrieval. �w8�qI�st:������ ���w�*�f&�i.잱eꆊK���. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. Date or date ran… Add initials to the very ends of your documents if you want it to be clear who is handling each. Following these simple rules will help you to name your work and find it when you need it. Effective file naming is the cornerstone for building a successful paperless office. Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: Search for and select the document. %PDF-1.5 %���� Consistency is key! Included in the process of setting up the file structure and file naming conventions is addressing the question of limiting access. Name electronic folders for “find‐ability.” A record that can’t be found and easily identified is a useless file. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. case number, project title 3. Required Electronic File Naming Conventions . is usually indicated in the file names. endstream endobj startxref This document explores the general characteristics of records, how records are used and Project or experiment name or acronym 2. Manuscript Collections. A consistent naming convention helps: Copyright © 2020 Victoria University Library. eFiling and file naming. Keep it short and avoid special characters. DSCC, DSCP, and DSCR refer to the Defense Supply Centers at Columbus, Philadelphia and Richmond, respectively. Why use naming conventions? Use a simple file name beginning with the name, date, and event. h�bbd```b``���@$S=�d["Y@$�2�����@�q���������Q�������� �] % Sometimes this is the date the document was filed with the court; sometimes it’s the date it was created (as with a memo) or received (as with correspondence). This document explores the general characteristics of records, how records are used and referenced, and the file-naming rules that should be applied to all electronic records. This document provides best practices for the naming of files and folders, and may be used to create file naming policies specific to your agency to distribute to all staff members. This naming convention will assist with ease of location and consistency in storage of your documents in Council’s electronic document management system. When physical filing was the standard, the court never would have seen the name of a digital document. The simple rules apply equally to electronic and physical files and folders. Naming conventions for electronic records You should think carefully about how you name your documents and folders, as you will need to be able to search for, and find them, quickly and easily. The document files can be multi-page files and are part of your submittal but are not plans pages. 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