Elements of a file naming convention. 651-259-3000 • 1-800-657-3773, Box office: The following rules should be followed: Keep file names short, but comprehensible, using commonly recognised acronyms or abbreviations where appropriate. Use underscores (_) and dashes (-) to represent spaces. [Formerly ERM 11. Naming conventions for electronic documents: • Document names must clearly identify the subject of the document. File naming conventions help you stay organized and makes it easier to identify your files. Is it extensible into the future? Spaces are used to delimit words, not underscores. Will the records move location (e.g., from one server to another, from a server to long-term storage)? It is easier to sort through files when they are … Electronic Records Management Guidelines, March 2012, Version 5. 1. 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 … As part of your web content management (see the Web Content Management chapter of these guidelines), you should include in your policy which web site files are official records, and which version of the electronic file is the official record. You will not be able to manage every electronic record’s file name, so you will need to rely on staff members and vendors to name files in compliance with your policy. Files are frequently copied to other folders, downloaded, and emailed. Are there limitations on the length of the file name? Effective file naming is the cornerstone for building a successful paperless office. Google Docs records version changes as well. SOP Naming Conventions Command Chronology. For example, if all the records in a specific records series are easily identifiable by file name, they will be easier to gather and manage. In order to ensure uniformity and clarity among Command Chronologies, use the following guidance when creating file names for Command Chronologies and Supporting Documents. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. follows: Day Month Year 1 January 2014. When including a number in a file name always give it as a two-digit number, i.e. 1. For example, a map of a public park named Smith Park might have the following address: “http://www.parks.org/smith.html.”. Naming conventions for electronic documents: • Document names must clearly identify the subject of the document. The following file naming convention incorporates best practices in electronic records management and information technology. This will prevent you from working through a backlog of files that needs to be properly renamed. Legally, public records must be accessible. Establishing naming conventions within your office will help you: Consider your current and future activities and records to help determine the components of a file naming policy that will work now and in the future. Consistently named records also help you to meet your legal requirements. A simple policy will be more consistently used, resulting in records that are consistently named, and thus easier to organize and access. 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). With good stakeholder and staff input, and training, you should be able to develop file names that make sense to staff members once the file creators are no longer available. In those instances, omit the redundant step. Naming digital files consistently allows for system searches to find misfiled or lost digital records. Ensure that the staff and the public (as appropriate) can access your files. For example, you may currently publish official statements or press releases on paper, but in the future, you may publish such records on the web. Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. As you think through how to manage this step, keep the following issues in mind. I didn’t like how long the file names were getting. SOP Naming Conventions Command Chronology. Records that are consistently and logically named are easier to manage to meet these requirements. Legal Framework File names can be either descriptive or non-descriptive. How will staff members and the public access and open files in the short-term and long-term? Determine which file is the “official” copy. Include any unique identifiers, e.g. When using a date in the file name always state the date using standard format as outlined in Establish naming conventions for electronic records. 345 W. Kellogg Blvd. Provide guidelines and training on file naming.
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