Naming conventions for electronic documents: • Document names must clearly identify the subject of the document. Indicate version number where appropriate 5. Keep file names short but meaningful 2. It is also essential for effective collaboration between individuals working on common business activities. It is important to establish your file naming convention before any records are saved to your electronic filing system. File Naming Conventions. DON Correspondence Manual SECNAV M5216.5. Elements of a file naming convention. 651-259-3000 • 1-800-657-3773, Box office: Electronic Records Management Guidelines, March 2012, Version 5. Spaces are used to delimit words, not underscores. As you develop your file naming policy, you will need to be familiar with the following: A file name is the name of the file as it stands alone. \ : < >. To maximize access to your records, we recommend establishing a naming convention for your files. Provide guidelines and training on file naming. File names should allow you to identify a precise experiment from the name. Ease of administration. 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 purpose of file naming conventions. [Formerly ERM 11. Google Docs records version changes as well. Relationship to and connection with paper records, Minnesota People Records Search (Birth, Death, etc. record every change to a file, no matter how small; keep track of changes to files; use file naming conventions; headers inside the file; log files Funding provided by the State of Minnesota, the Legacy Amendment through the vote of Minnesotans on Nov. 4, 2008, and our generous donors and members. Pay close attention to the freedom you give staff members (and outside vendors) in naming files. 2. By ensuring that the electronic records’ and the paper records’ file names mesh, you can more easily manage the records series. Using standardized filenames helps ensure that like materials (protocols, experimental data, analyzed data) can be easily identified and grouped. In order to ensure uniformity and clarity among Command Chronologies, use the following guidance when creating file names for Command Chronologies and Supporting Documents. Be consistent 4. For example, the file named “CommitteeAMinutes021401.doc” might be stored in a series of nested directories (its file path) for all committees as: “X:Committees/CommitteeA/Minutes/2001/February/CommitteeAMinutes021401.doc.” An address describes the location of a file delivered on the Internet. File-naming conventions Standardizing filenames is one of the best ways to keep your notebook - and your research - organized. 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. Please note that in some instances the Subject and Document Type will be the same. Date or date ran… In order to ensure uniformity and clarity among Command Chronologies, use the following guidance when creating file names for Command Chronologies and Supporting Documents. Does it cover various type of documents in various environments? 345 W. Kellogg Blvd. Ensure that the staff and the public (as appropriate) can access your files. 01-99, unless it is a year or another number with more than two digits. A consistent and descriptive convention will allow you to: Know the content of a file without opening it; Find and identify files even if they are no longer in their original folder; Spaces are often reserved for operating system functions and might be misread. 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. Access and ease of use. A file naming convention is a systematic method for naming files that will make them easier to retrieve later. Records will be moved from their original location. For example, if you want to include the project number, don’t limit your project numbers to two digits, or you can only have ninety-nine projects. Make sure documents can be identified on their own - not dependent on the folder they are saved in It is good practice to adopt the naming conventions from the point of creation of the document. To help underscore the importance of digital file naming, it is interesting to note that managers spend an average of four weeks each year searching for or waiting on misfiled, mislabeled, untracked, or lost records. Avoid using non-alphanumeric characters in file names. 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. File Naming Convention for the NOAO Science Archive R. Seaman, E. Stobie, F. Economou, F. Valdes, D. Herrera NOAO Science Data Management Overview NOAO data sets have historically been renamed with a unique serial number identifier before archive ingest to prevent the submission of duplicate file names to the archive. File versioning helps you keep track of the state of the current … File naming conventions help you stay organized and makes it easier to identify your files. By providing guidelines and training, you can maximize policy compliance in a way that meets your operational and legal requirements. Will the records move location (e.g., from one server to another, from a server to long-term storage)? 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. By using good naming conventions you spare people the frustration of going on a scavenger hunt. Could these changes affect the file naming strategy? follows: Day Month Year 1 January 2014. When creating a file name policy the following suggestions should be considered: As you develop your policy, you will also need to address the following: Persistence over time. It looks like you're using Internet Explorer 11 or older. 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