Choose a format for naming your files and use it consistently. Are there limitations on the length of the file name? Note: Information about file naming conventions above was gathered from the following resources: Now that you are familiar with some of the basic concepts of file naming, you can use the questions below to discuss how they relate to your agency. DON Correspondence Manual SECNAV M5216.5. Ensure that the staff and the public (as appropriate) can access your files. This will prevent you from working through a backlog of files that needs to be properly renamed. File names should outlast the records creator who originally named the file. Naming digital files consistently allows for system searches to find misfiled or lost digital records. / $ % & ^ # . By ensuring that the electronic records’ and the paper records’ file names mesh, you can more easily manage the records series. 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. Including an indicator of official record status in a file name may be useful for this purpose. 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. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. Consider how scalable your file naming policy needs to be. File names will consist of 3 parts: (1) Command Chronology (2) Unit Name, (3) Date. allow you to find the file easily; It is useful if your department agrees on the following elements of a file name: Vocabulary – choose a standard vocabulary for file names so that everyone uses a common language. Electronic records are usually organized in a series of folders. 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 If using a date in the file name always state the date ‘back to front’, and use four digit years, two digit months and two digit days: YYYYMMDD or YYYYMM or YYYY or YYYY-YYYY. The file path shows the location of the file. Create Naming Convention for records maintained on a shared drive folder structure.] Descriptive file names are useful for small, well-defined projects with existing identification schemes that link the digital object to the source material. 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. Determining file naming boundaries. Punctuation – decide on conventions for if and when to use punctuation symbols, capitals, hyphens and spaces. Standard is as follows: Day Month Year 1 January 2014. Naming conventions are rules which enable the titling of electronic and physical folders, documents and records in a consistent and logical way. The following rules should be followed: Keep file names short, but comprehensible, using commonly recognised acronyms or abbreviations where appropriate. Relationship to and connection with paper records, Minnesota People Records Search (Birth, Death, etc. Be consistent 4. 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. Determining the official copy. Special characters are often reserved for use by the operating system. This will help ensure the long-term usefulness of your records and help you to meet legal requirements for accessibility (for public records) and accountability, as well as protect not-public records. 01-99, unless it is a year or another number with more than two digits. 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. 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). Keep file names short but meaningful 2. I didn’t like how long the file names were getting. The following file naming convention incorporates best practices in electronic records management and information technology. Bibliographic Center for Research’s (BCR). If division is necessary, use underscores or dashes. naming a record. For example: The inclusion of this designation may also make administration of your web site records easier. In order to ensure uniformity and clarity among Command Chronologies, use the following guidance when creating file names for Command Chronologies and Supporting Documents. It looks like you're using Internet Explorer 11 or older. The policy should work with your computer infrastructure, so that you can monitor policy compliance, manage records and records series, gather metadata, and perform other administrative tasks easily and in compliance with all legal requirements. File names should be simple and easy to understand. Use leading zeros with the numbers 0-9 to facilitate proper sorting and file management. Avoid using special characters such as: ? Legally, your records must be trustworthy, complete, accessible, legally admissible in court, and durable for as long as your approved records retention schedules require. Project or experiment name or acronym 2. Is it extensible into the future? I’ve made some updates to this article and crossed out my old conventions. Google Docs records version changes as well. Standard file names allow users to find records efficiently. For example, a letter published on a web site might be part of a records series that includes additional paper documents in a file folder. Standardized naming conventions improve the speed of retrieval. The purpose of file naming conventions. Make sure documents can be identified on their own - not dependent on the folder they are saved in When using a date, state the date using standard as outlined in SECNAV M5216.5. Digital Projects Advisory Group, University Libraries at the University of Colorado at Boulder. Manuscript Collections Electronic Records Management Guidelines, March 2012, Version 5. Ease of administration. If dates of creation are used, these can make following retention schedules easier. Determine how the names of your electronic records relate to the names of paper files you have stored. 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? It is important to establish your file naming convention before any records are saved to your electronic filing system. Order the elements in a file name in the most appropriate way to retrieve the record. 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. More details. Elements of a file naming convention. or ! Naming records. The inclusion of this parameter in your policy will help you meet your legal requirements to capture records as set forth by the Official Records Act. case number, project title 3. Effective file naming is the cornerstone for building a successful paperless office. 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. UVaBox has options to track both major and minor versions of files. Provide guidelines and training on file naming. Dates should follow the ISO 8601 standard of YYYY_MM_DD or YYYYMMDD. 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. SOP Naming Conventions Command Chronology. In the world of electronic records, the record’s file name provides metadata that places the record in context with other records, records series, and records retention schedules. How will staff members and the public access and open files in the short-term and long-term? Date or date ran…  It is good practice to adopt the naming conventions from the point of creation of the document. Consistently named records also help you to meet your legal requirements. By the software, computer system, or storage device? In other words, with each staff member consistently naming electronic records, other staff members will be able to look at a record’s file name and use that information to recognize the contents and characteristics of the record and to make decisions about it. As a general policy, do not use periods or spaces in file names. Records that are consistently and logically named are easier to manage to meet these requirements. Using standardized filenames helps ensure that like materials (protocols, experimental data, analyzed data) can be easily identified and grouped. File and Folder Naming Why create a naming convention? 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