Put the date at the beginning of the name to keep the files in a hierarchical order. eFiling and file naming. DSCC, DSCP, and DSCR refer to the Defense Supply Centers at Columbus, Philadelphia and Richmond, respectively. 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. 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 File naming best practices: Files should be named consistently; File names should be short but descriptive (<25 characters) (Briney) Name electronic folders for “find‐ability.” A record that can’t be found and easily identified is a useless file. File names should allow you to identify a precise experiment from the name. Develop a naming convention based on elements that are important to the project. Establishing office conventions for electronic file/folder naming will also prevent files from being misfiled and lost. 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. They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. 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. As a general policy, do not use periods or spaces in file names. As a general policy, do not use periods or spaces in file names. Why use naming conventions? 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. Click on the ‘Insert’ drop-down menu and select ‘Insert as Hyperlink’. Included in the process of setting up the file structure and file naming conventions is addressing the question of limiting access. Document your naming convention decisions, train staff, and conduct regular reviews to ensure compliance. See Classification: How to Organize Your Records, for more information on record classification [this section is under development]. The files are structured as follows: endstream endobj startxref When physical filing was the standard, the court never would have seen the name of a digital document. cN֬�4��u@���%Bm)�յ���;�2��v�� Manuscript Collections. File Naming Conventions. 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). Give electronic files logical, specific names and include dates in file names if possible. Consistency is key! 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. Folder Naming Conventions Folder naming conventions provide all information within the system with a coherent context and logical frame of reference. Need help developing or documenting an organizational structure for your office? Now that eFiling is entering more and more courts, file naming … Use a simple file name beginning with the name, date, and event. 6-26-20. The simple rules apply equally to electronic and physical files and folders. Naming Conventions for Electronic Documents AP 30-52 INTRODUCTION . Standardized naming conventions improve the speed of retrieval. The goal when naming files is to be able to tell what the file is about without having to open it and look. The document files can be multi-page files and are part of your submittal but are not plans pages. File naming conventions help you stay organized and makes it easier to identify your files. The conventions are primarily intended for use with Windows based software and documents such as word-processed documents, spreadsheets, presentations, emails and project plans. The following file-naming convention incorporates best practices in electronic records management and information technology. These files are required to be in PDF format. For example, a letter published on a web site might be part of a records series that includes additional paper documents in a file … File and Folder Naming Why create a naming convention? The simple rules apply equally to electronic and physical files and folders. When physical filing was the standard, the court never would have seen the name of a digital document. Manuscript Collections. This naming convention will assist with ease of location and consistency in storage of your documents in Council’s electronic document management system. and easy to use file-naming standard to be implemented in any office. h�b```� Add initials to the very ends of your documents if you want it to be clear who is handling each. This document explores the general characteristics of records, how records are used and case number, project title 3. Be consistent 4. & �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�������\. Establishing office conventions for electronic file/folder naming will also prevent files from being misfiled and lost. Standardized naming conventions improve the speed of retrieval. 0 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. %PDF-1.5 %���� Rule 61.09 of the Rules of Civil Procedurerequires parties to file electronic versions of their factums and transcripts on appeals. is usually indicated in the file names. )l�����q���ۀ�g��J��[��&Nd�j��`(���h`� �(�b/�h��KT�� b!�� ЅK�5�6�}4И��',�h�R>��%�� ����� �Q``����= �X�(i���@���� ��X�&@�1� ��K� The purpose of file naming conventions. Keeping everything separate (in terms of secure access), yet organized in an efficient manner, is much easier if you have a FEDMS. Researcher name/initials 4. File naming best practices: Files should be named consistently; File names should be short but descriptive (<25 characters) (Briney) By using good naming conventions you spare people the frustration of going on a scavenger hunt. Contact the Records Manager for assistance. 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. Now that eFiling is entering more and more courts, file naming … Utilizing a Forensic Electronic Document Management System (FEDMS) to organize HR files is an excellent HR management software solution. The names you assign to your electronic documents constitute the foundation for the proper management of your documents. For more information on transferring to Archives or preparing for destruction, please see our Disposition page, Tip Sheets, and Forms. Electronic Reading Room for DLA Procurement Data Files Names for DLA Procurement Data Files posted on this site will contain 10 characters. Establishing naming conventions within your office will help you: Check out our Naming Conventions tip sheet for examples and best practices. 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. 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. They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. This guideline helps in naming electronic documents and folders consistently, logically and in a predictable way distinguishes them from one another at a … Develop a naming convention based on elements that are important to the project. File and folder naming conventions are key to maintaining well-organized electronic directory and drive structures. Organizing your workspace consistently will help ensure electronic records remain accessible, authentic, and complete from their creation to disposition. The following file -naming convention incorporates best practices in electronic records management and information technology. A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. Include any unique identifiers, e.g. h��Zmo�6�+��~H�WQ The following naming conventions should be used when uploading documents online for building permit submittals. 1. Naming conventions are rules which enable the titling of electronic and physical folders, documents and records in a consistent and logical way. To review examples of these tools or to request assistance in drafting documentation, please contact the Records Manager. The following file naming convention incorporates best practices in electronic records management and information technology. ŕ�w��)y��q�y�R�;eBk�g"V� Choose a format for naming your files and use it consistently. Keep it short and avoid special characters. 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? Location/spatial coordinates 3. Developing an FNC is done through identifying the key elements of the project, the important differences and commonalities between your files. Electronic File Naming Standards for Building Permits . �w8�qI�st:������ ���w�*�f&�i.잱eꆊK���. Required Electronic File Naming Conventions . Contact the Records Manager for assistance. If division is necessary, use underscores or dashes. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. 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. This tip sheet provides examples of naming conventions; each unit may determine its own file naming procedure as long as it is applied consistently. 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. The following file -naming convention incorporates best practices in electronic records management and information technology. For file naming ideas, see The Family Curator’s Tips for E-A-S-Y Digital File-naming to Organize Digital Files. Indicate version number where appropriate 5. 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. A consistent naming convention helps: Effective file naming is the cornerstone for building a successful paperless office. 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 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. 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.) 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. 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. 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). Descriptive file names are an important part of organizing, sharing, and keeping track of data files. eFiling and file naming. 'File names' are the names that are listed in the file directory and that users give to new files when they … 427 0 obj <>stream All Rights Reserved. fο� ���� 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. Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. Consistency is key! If division is necessary, use underscores or dashes. Search for and select the document. It is also essential for effective collaboration between individuals working on common business activities. 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. 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. Records Management - Managing Electronic Records – File Naming Conventions - 3 - 3. File Naming Conventions. HOW SHOULD ELECTRONIC FILES AND FOLDERS BE TITLED? 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. Efficient management of electronic records begins with accurate file-naming. h�bbd```b``���@$S=�d["Y@$�2�����@�q���������Q�������� �] % Establishing naming conventions within your office will help you: The file name serves one purpose: to identify the file and keep all files organized. Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: 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 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’. 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 good file naming system for photos is essential. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. Default File Naming Explained Here’s my easy 4-step file naming system: 1. A need for consistent naming practices for electronic content items, specifically documents in directories, has been identified. Add initials to the very ends of your documents if you want it to be clear who is handling each. Project or experiment name or acronym 2. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: Descriptive file names are an important part of organizing, sharing, and keeping track of data 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. 396 0 obj <> endobj Document your organization decisions, train staff, and conduct regular reviews to ensure compliance. By consistently organizing your files, you will be able to quickly find what you need. Most file naming conventions begin with a date. Establishing a file naming convention for employees is a key part of managing e-records throughout their lifecycle. Ensure the purpose of the document is quickly and easily identifiable 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. 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. Need help developing or documenting naming conventions for your office? Some examples would be Structural Calculations, Geotechnical Reports, Kitchen Equipment Cut Sheets, COMchecks, Roofing Keep file names short but meaningful 2. Document files . This document is intended to provide a common set of rules to apply to the naming of electronic records. Rev. A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. This document explores the general characteristics of records, how records are used and referenced, and the file-naming %%EOF Why use naming conventions? Use a dash or underscore instead of a space, and begin dates with the year. 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. Date or date ran… 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. Following these simple rules will help you to name your work and find it when you need it. Copyright © 2020 Victoria University Library. 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