A file name is a main identifier for a record. In most cases, policy for naming a file is left to individual Departments and Divisions. Folder and File naming conventions are key to maintain clean and well-organized directory and drive structures. Folder and File name provides metadata that places the record in context with other records, records series, and records retention schedules.
Using naming conventions will help:
All documents which will be used and reviewed should contain version information.
Folders Naming
If possible, Folders should be named according to the function or service rather then personal names, organization or department. Example:
A Folder should be called Facility Administration at the top level, with sub-divisons describing areas of work such as Capital Projects, Policies, Security, etc.
Not Facility Capital Projects, Administration Policy, CSHL Security, etc.
Folders titles should not be repeated in hierarchy if possible. Example:
Top level folder Procurement, next level folders Contracts, Policies, Forms rather then Procurement Contracts, Procurement Policies, Procurement Forms, etc.
The only exception to this rule is where a proper noun is concerned, e.g. where the second level reads Procurement Strategy Committee (PSC), as that is the name of the committee itself.
Files Naming
Keep File names short, but comprehensible, using commonly recognized acronyms or abbreviations and always include the three-character file extension preceded with a period (Ex: .jpg or .doc).
Avoid repetition and redundancy: in particular, the title of the folder should not be repeated in the document title.
Use leading zeros with the numbers 0-9 to facilitate proper sorting and file management. Examples:
Office Policy v01, Office Policy v02, Office Policy v03
Not: Office Policy v1, Office Policy v10, Office Policy v2, etc.
Dates should follow the ISO 8601 standard of YYYY-MM-DD, YYYY_MM_DD or YYYYMMDD. Variations include YYYY, YYYY-MM, YYYY-YYYY. This maintains chronological order. If dates of creation are used, these can make following retention schedules easier. Example:
2006-03-04 Agenda
2006-03-24 Attachment
2006-03-24 Minutes
2007-02-01 Agenda
Not:
1 Feb 2007 Agenda
24 March 2006 Agenda
24 March 2006 Minutes
February 1, 2007 Minutes
When saving items such as digital photographs and scanned images, the title should be changed from the system-generated number to a something meaningful.
Contact us:
For any specific questions or assistance please consult the Institutional Document Management & Knowledge Administrator before making substantial changes.
Please contact Alex Sosnovski for Laserfiche Database implementation and your Department Document Management questions.
