Consistency is key! When physical filing was the standard, the court never would have seen the name of a digital document. %%EOF 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. Develop a naming convention based on elements that are important to the project. Keep it short and avoid special characters. 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). 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 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. Why use naming conventions? Project or experiment name or acronym 2. Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. Establishing office conventions for electronic file/folder naming will also prevent files from being misfiled and lost. 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. When physical filing was the standard, the court never would have seen the name of a digital document. Descriptive file names are an important part of organizing, sharing, and keeping track of data files. Electronic File Naming Standards for Building Permits . Search for and select the document. The conventions are primarily intended for use with Windows based software and documents such as word-processed documents, spreadsheets, presentations, emails and project plans. h��Zmo�6�+��~H�WQ Folder Naming Conventions Folder naming conventions provide all information within the system with a coherent context and logical frame of reference. 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. ŕ�w��)y��q�y�R�;eBk�g"V� Required Electronic File Naming Conventions . File naming conventions can be applied to files and folders on network drives, as part of digitization projects or to items in a content management system. Use a simple file name beginning with the name, date, and event. The simple rules apply equally to electronic and physical files and folders. Use a dash or underscore instead of a space, and begin dates with the year. This guideline helps in naming electronic documents and folders consistently, logically and in a predictable way distinguishes them from one another at a … 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’. File Naming Conventions. Include any unique identifiers, e.g. Efficient management of electronic records begins with accurate file-naming. Establishing naming conventions within your office will help you: Check out our Naming Conventions tip sheet for examples and best practices. The purpose of file naming conventions. Document your organization decisions, train staff, and conduct regular reviews to ensure compliance. This tip sheet provides examples of naming conventions; each unit may determine its own file naming procedure as long as it is applied consistently. and easy to use file-naming standard to be implemented in any office. Standardized naming conventions improve the speed of retrieval. Consistency is key! Developing an FNC is done through identifying the key elements of the project, the important differences and commonalities between your files. Name electronic folders for “find‐ability.” A record that can’t be found and easily identified is a useless file. File naming best practices: Files should be named consistently; File names should be short but descriptive (<25 characters) (Briney) 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. A need for consistent naming practices for electronic content items, specifically documents in directories, has been identified. As a general policy, do not use periods or spaces in file names. By consistently organizing your files, you will be able to quickly find what you need. Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: Most file naming conventions begin with a date. Naming conventions are rules which enable the titling of electronic and physical folders, documents and records in a consistent and logical way. The following file -naming convention incorporates best practices in electronic records management and information technology. Manuscript Collections. Records Management - Managing Electronic Records – File Naming Conventions - 3 - 3. Give electronic files logical, specific names and include dates in file names if possible. 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. 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 Naming Conventions for Electronic Documents AP 30-52 INTRODUCTION . File naming conventions help you stay organized and makes it easier to identify your files. 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. This naming convention will assist with ease of location and consistency in storage of your documents in Council’s electronic document management system. The files are structured as follows: Location/spatial coordinates 3. Following these simple rules will help you to name your work and find it when you need it. case number, project title 3. 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. A good file naming system for photos is essential. File and Folder Naming Why create a naming convention? Copyright © 2020 Victoria University Library. 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. Contact the Records Manager for assistance. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. See Classification: How to Organize Your Records, for more information on record classification [this section is under development]. 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 Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: File and folder naming conventions are key to maintaining well-organized electronic directory and drive structures. Add initials to the very ends of your documents if you want it to be clear who is handling each. Date or date ran… The simple rules apply equally to electronic and physical files and folders. h�bbd```b``���@$S=�d["Y@$�2�����@�q���������Q�������� �] % They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. 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. Need help developing or documenting naming conventions for your office? Need help developing or documenting an organizational structure for your office? 1. )l�����q���ۀ�g��J��[��&Nd�j��`(���h`� �(�b/�h��KT�� b!�� ЅK�5�6�}4И��',�h�R>��%�� ����� �Q``����= �X�(i���@���� ��X�&@�1� ��K� %PDF-1.5 %���� HOW SHOULD ELECTRONIC FILES AND FOLDERS BE TITLED? Choose a format for naming your files and use it consistently. The goal when naming files is to be able to tell what the file is about without having to open it and look. All Rights Reserved. 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. Manuscript Collections. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. 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. Establishing office conventions for electronic file/folder naming will also prevent files from being misfiled and lost. h�b```� Here’s my easy 4-step file naming system: 1. 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. 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.) Why use naming conventions? File names should allow you to identify a precise experiment from the name. 6-26-20. The document files can be multi-page files and are part of your submittal but are not plans pages. is usually indicated in the file names. 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. The following file naming convention incorporates best practices in electronic records management and information technology. 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? 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. The following file-naming convention incorporates best practices in electronic records management and information technology. 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. 427 0 obj <>stream A consistent naming convention helps: For example, a letter published on a web site might be part of a records series that includes additional paper documents in a file … It is also essential for effective collaboration between individuals working on common business activities. Click on the ‘Insert’ drop-down menu and select ‘Insert as Hyperlink’. For file naming ideas, see The Family Curator’s Tips for E-A-S-Y Digital File-naming to Organize Digital Files. As a general policy, do not use periods or spaces in file names. eFiling and file naming. 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 Keeping everything separate (in terms of secure access), yet organized in an efficient manner, is much easier if you have a FEDMS. The following file -naming convention incorporates best practices in electronic records management and information technology. This document explores the general characteristics of records, how records are used and cN֬�4��u@���%Bm)�յ���;�2��v�� 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. Organizing your workspace consistently will help ensure electronic records remain accessible, authentic, and complete from their creation to disposition. Effective file naming is the cornerstone for building a successful paperless office. 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