Naming Conventions Explanation v 09

8/13/2019 Naming Conventions Explanation v 09

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Standard naming conventions for electronic records

Why use naming conventions?

1. Naming records consistently, logically and in a predictable way will distinguish similarrecords from one another at a glance, and by doing so will facilitate the storage andretrieval of records, which will enable users to browse file names more effectively andefficiently. Naming records according to agreed conventions should also make filenaming easier for colleagues because they will not have to re-think the process eachtime.

Rule 1: Keep file names short, but meaningful

. !ile names should be kept as short as possible whilst also being meaningful. "ong filenames mean long file paths and long #$"s which increase the likelihood of error, aremore difficult to remember and recognise, and are more difficult to transmit in emails asthey often break. %owever, avoid using initials, abbreviations and codes that are notcommonly understood.

Rule 1 Example

ile name: &ausage'ash(ttee$emit.rtf )he*sausage*and*mash*committee*remit.rtf

Explanation: &ome words add length to a file name but do not contribute towards themeaning, for e+ample words like the , a , and and . here the remainingfile name is still meaningful within the conte+t of the file directory theseelements can be removed. &ometimes words have standard abbreviations, e.g.

cttee is a standard abbreviation for committee / where this is the case thestandard abbreviation can be used.

Rule !: "void unnecessary repetition and redundancy in file names and file paths#

0. 1void redundancy in file names and file paths. #nnecessary repetition increases thelength of file names and file paths, which is incompatible with rule 2.

Rule ! Example

ile name: 343(ourt3 5562505'inutes.rtf

3437rocedures31ppeals.rtf

343(ourt3 5562505(ourt'inutes.rtf

3437rocedures31ppeals7rocedures.rtf

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Explanation: 8n the first e+ample the folder is called (ourt so it is not necessary toinclude the word (ourt in the file name because all the records in that folderare (ourt records.

8n the second e+ample the folder is called 7rocedures so it is not necessary

to include the word 7rocedures in the file name because all the records inthat folder are procedure records.

Rule $: %se capital letters to delimit &ords, not spaces or underscores#

6. 1void using spaces and underscores in file names. &ome software packages havedifficulty recognising file names with spaces, this can be a particular difficulty for fileswhen they are published on an e+ternal website, so it is best to avoid using spaces. #singunderscores and hyphens in your file names increases the length, which is incompatible

with rule 2.

. here capitalised acronyms are used in file names the acronym should appear in capitalsand the first letter of the following word should also be capitalised.

Rule $ Example

ile name: $isk'anagement.rtf

$1:8nstructions.html

$isk*management.rtf $isk management.rtf

$1:*instructions.html$esearch 1ssessment :+erciseinstructions.html

Explanation: $emoving the space or underscore reduces the length of the file name, but byusing capital letters to differentiate between the words the file name is stillreadily recognisable.

Rule ': When including a number in a file name al&ays give it as a t&o(digit number,

unless it is a year or another number &ith more than t&o digits#

;. )he file directory displays file names in alphanumeric order. )o maintain the numericorder when file names include numbers it is important to include the


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ile name: =ffice7roceduresV52=ffice7roceduresV5=ffice7roceduresV50=ffice7roceduresV56=ffice7roceduresV5=ffice7roceduresV5;=ffice7roceduresV5>=ffice7roceduresV5?=ffice7roceduresV59=ffice7roceduresV25=ffice7roceduresV22

@=rdered alphanumerically as the fileswould be in the directory listA

=ffice7roceduresV2=ffice7roceduresV25=ffice7roceduresV22=ffice7roceduresV=ffice7roceduresV0=ffice7roceduresV6=ffice7roceduresV=ffice7roceduresV;=ffice7roceduresV>=ffice7roceduresV?=ffice7roceduresV9


Explanation: )his e+ample shows the successive versions of an office procedures document.8f two-digit numbers are used the latest version will always be at the bottom of

the list.

Rule ): *f using a date in the file name al&ays state the date +bac to front-, and usefour digit years, t&o digit months and t&o digit days: ....//00 or ....// or.... or ....(....#

Bates should always be presented back to front, that is with the year first @always given as afour digit numberA, followed by the month @always given as a two digit numberA, and the day@always given as a two digit numberA. Civing the dates back to front means that thechronological order of the records is maintained when the file names are listed in the filedirectory. )his helps when trying to retrieve the latest dated record.

Rule ) Example

ile name: 55650 61genda.rtf 55650 6'inutes.rtf

55650 67aper1.rtf 55 5 521genda.rtf 55 5 52'inutes.rtf


2!eb 55 1genda.rtf 2!eb 55 'inutes.rtf

6'arch 5561genda.rtf 6'arch 556'inutes.rtf 6'arch 5567aper1.rtf


Explanation: )his e+ample shows the minutes and papers of a committee. Dy stating theyear back to front the minutes and papers from the most recent meetingappear at the bottom of the directory list.

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Rule : When including a personal name in a file name give the family name firstfollo&ed by the initials#

>. 8t may be appropriate to include within a file name the name of an individual, usuallywhen the record is a piece of correspondence. %owever, it will not usually be appropriateto name records after the record owner or creator, i.e. avoid naming records after yourself.

hen it is appropriate to include a personal name it should be given as family name firstfollowed by initials as it is most likely that the record will be retrieved according to thefamily name of the individual.

Rule Example

ile name: Drown&$ 5562 52.rtf &am$Drown 5562 52.rtf

Explanation: )his is a letter to 'r &amuel $ Drown. Dy putting the family name first thefile directory will display this file ne+t to the bs, which is where you woulde+pect to find a letter to 'r Drown.

Rule 2: "void using common &ords such as +draft- or +letter- at the start of file names#

?. 1void using common words such as draft or letter at the start of file names, or all ofthose records will appear together in the file directory, making it more difficult to retrievethe records you are looking for.

9. Eou may only ignore this rule if starting file names with these sorts of words aids theretrieval of the records. &ee rule ? for further details.

Rule 2 Example

ile name: 3437ublicity31dvertisingV52Braft.rtf 1dvertisingV5 !inal.rtf Dudget$eport 55 - 550V 5!inal.rtf Dudget$eport 550- 556V2 Braft.rtf Crant& 556502 .rtf =ffice7roceduresV25Braft.rtf )homas1 5502 5 .rtf


3437ublicity3Braft1dvertising.rtf BraftDudget$eport 550- 556.rtf Braft=ffice7rocedures.rtf !inal1dvertising.rtf !inalDudget$eport 55 - 550.rtf "etter1)homas.rtf "etter&Crant.rtf


Explanation: )he file directory will list files in alphanumeric order. )his means that allrecords with file names starting Braft will be listed together. hen

retrieving files it will be more useful to find the draft budget report ne+t to the previous years budget, rather than ne+t to an unrelated draft record.

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Rule 3: 4rder the elements in a file name in the most appropriate &ay to retrieve therecord#

25. )he elements to be included in a file name should be ordered according to the way inwhich the record will be retrieved during the course of every day business. )his willdepend on the way you work. !or e+ample, if the records are retrieved according to theirdate, the date element should appear first. 8f the records are retrieved according to theirdescription, the description element should appear first.

Rule 3 Example

ile name: 343&ausage(ttee35565;051genda.rtf 5565;05'inutes.rtf 55 52 51genda.rtf 55 52 5'inutes.rtf 55 5 521genda.rtf 55 5 52'inutes.rtf

343:vents3Carden7arty 5565;05.rtf 7rocurement1ward 556595 .rtf

eddingBinner 5505056.rtf

@=rdered alphabetically as the fileswould be in the directory listA

343&ausage(ttee31genda2!eb 55 .rtf 1genda 5Fan 55 .rtf 1genda05Fune 556.rtf 'inutes2!eb 55 .rtf 'inutes 5Fan 55 .rtf 'inutes05Fune 556.rtf

343:vents35505056 eddingBinner.rtf 5565;05Carden7arty.rtf 556595 7rocurement1ward.rtf

@=rdered alphabetically as the fileswould be in the directory listA

Explanation: )he first e+ample shows minutes and agenda of the &ausage (ommittee.'inutes and papers of a meeting are likely to be retrieved on the basis of thedate of the meeting, it is therefore best to have the date at the start of the filename, otherwise all the 1gendas will come at the top of the directory list,followed by all of the minutes, and then by the papers.

)he second e+ample shows the file names of the files in the :vents folder.

Decause events are likely to be retrieved by the name of the event rather thanthe date of the event, it is most useful to have that element first.

Rule 5: 6he file names of records relating to recurring events should include the dateand a description of the event, except &here the inclusion of either of these elements&ould be incompatible &ith rule !#

)he file names of records relating to recurring events @e.g. meeting minutes and papers,weekly, monthly or annual reports, event management and budget planning documentsAshould include both the date and the event name or event description so that the record can beidentified and retrieved.

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22. hen deciding the order of the elements consider rule ?. Bate first will usually beappropriate for events that are time specific and recurring. :vent first will usually beappropriate for events that are infreGuent, but regularly recurring.

2 . )he event description could be the title of the event or the subHect of the event, whateverdescription you choose, ensure that it is short, to the point, and readily recognisable to youand the colleagues you work with.

Rule 5 Example

ile name: 343 ebsite35565052 eb&tats.rtf 5565652 eb&tats.rtf

3437lanning3Dudget 550- 556V25.+lsDudget 556- 55 V52Braft.+ls


343 ebsite3eb&tats 5565052.rtf eb&tats 5565652.rtf

3437lanning3550- 556DudgetV25.+ls556- 55 DudgetV52Braft.+ls


Explanation: )he first e+ample shows the website statistic reports which are created on amonthly basis. Decause the reports recur freGuently and are retrieved by date itis most appropriate that the date is given first. 1lso remember rule / in somecases it may be appropriate for the folder to be called eb&tats , in whichcase the file names only need to include the date. !or another e+ample see thefirst rule ? e+ample.

)he second e+ample shows annual budget reports. Decause the reports areannual and likely to be retrieved by the description rather than the date, it islikely that it will be most appropriate for the description element to come first.1lso remember rule / in some cases it may be appropriate for the folder to becalled 7lanning 550- 556 , in which case the file names only need to includea description. !or another e+ample see the second rule ? e+ample.

Rule 17: 6he file names of correspondence should include the name of thecorrespondent, an indication of the sub8ect, the date of the correspondence and &hetherit is incoming or outgoing correspondence, except &here the inclusion of any of theseelements &ould be incompatible &ith rule !#

20. )he file names of correspondence should include the following elements so that therecord can be easily identified and retrievedI

J Name of correspondent, that is the either the name of the person who sent you theletter3email3memo or the name of the person to whom you sent the letter3email3memo

J &ubHect description, where it is not given in the folder title

J Bate of letter3email3memoJ 8f incoming correspondence, include rcvd

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26. hen deciding the order of the elements consider rule ?. 8t will usually be appropriate toorder the elements in the same order in which they are listed above, as it is likely thatcorrespondence will be retrieved on the basis of the correspondent. 1lso consider rule /a description of the subHect may already be given in the folder name.

2 . )he sender is responsible for filing correspondence and any attachments or enclosures,e+cept when the correspondence originates from outside the #niversity, when the firstnamed recipient is responsible for filing the correspondence and any attachments orenclosures.

2;. 8f more than one email is received from the same person, on the same day, on the samesubHect and the latest email does not include the whole string of the correspondence, thetime of the email can be included in the file name to differentiate it from the emailreceived earlier in the day.

2>. )he $ecords 'anagement &ection guidance on managing [email protected]&taff3$'staff3'anaging:mail3'anaging:mail.htm A gives further guidance on managing your emails and when and how to saveyour emails to a shared drive.

Rule 17 Example

ile name: 343(omplaints3DloggsF 5502 5 .rtf DloggsF 556525 rcvd.rtf DloggsF 5565 5.rtf )homas% 5505;25rcvd.t+t)homas% 5505>25.rtf

343:vans 1ppeal 5565>2 rcvd.rtf :vans 1ppeal 5565? 5.rtf :vans 1ppeal 556595 rcvd.rtf


343(omplaints3:mail!rom%elen)homas25Fun50.t+t"etter!romFoeDloggs Fan56.rtf "etter)o%elen)homas25Ful50.rtf "etter)oFoeDloggs 5!eb56.rtf "etter)oFoeDloggs Bec50.rtf

343(orrespondence3illiam:vans2 Ful56.rtf illiam:vans 51ug56.rtf illiam:vans &ep56.rtf


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http://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/ManagingEmail/ManagingEmail.htmhttp://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/ManagingEmail/ManagingEmail.htmhttp://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/ManagingEmail/ManagingEmail.htmhttp://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/ManagingEmail/ManagingEmail.htm


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Explanation: )he first e+ample shows some incoming and outgoing correspondenceconcerning complaints. 1ll the correspondence with 'r Foe Dloggs appearstogether in chronological order and it is easy to pick out the incomingcorrespondence because it is indicated by rcvd. )he same is true of thecorrespondence with 'iss %elen )homas. 8n this e+ample it is not necessary toinclude an indication of the subHect in the file name because it is given in thefolder name.

)he second e+ample shows some incoming and outgoing correspondence with'r illiam :vans regarding an appeal. 1ll the correspondence is listed inchronological order, it is easy to see what the correspondence is about, who it iswith and whether it is incoming or outgoing correspondence. 8n reality it islikely that it will not necessary to include an indication of the subHect matter inthe file name because the folder title would be likely to be 1ppeals. 8t is notrecommended to give folders very general names such as correspondence.

Rule 11: 6he file name of an email attachment should include the name of thecorrespondent, an indication of the sub8ect, the date of the correspondence, +attch-, andan indication of the number of attachments sent &ith the covering email, except &herethe inclusion of any of these elements &ould be incompatible &ith rule !#

2?. &ometimes emails will be received with attachments that need to be filed on a shareddrive. )he $ecords 'anagement &ection guidance on managing [email protected]&taff3$'staff3'anaging:mail3'anaging:mail.htm A gives further guidance on managing your emails and when and how to save

your emails to a shared drive. &ometimes the covering email will Hust be a transmissiondocument which does not add any value to the attachment. 8n which case it is notnecessary to save the email, only the attached document, and rule 22 is not relevant,although the others rules will be. 8f it is necessary to file both the covering email and theattachment on a shared drive, the documents will need to be saved separately, but the filenames should provide a cross reference between them/ rule 22 should be used for theattachment and rule 25 should be used for the email.

29. )he file names of attachments that have been received should include the followingelements so that the conte+t of the record is maintainedI

J Name of correspondent )o link the attachment with the coveringemail these should be the same as the filename of the email

J &ubHect descriptionJ Bate of emailJ attch K )o indicate that the document is an

attachmentJ L digit numberM of L digit numberM K )o indicate the number of attachments

received with the same covering email

5. hen deciding the order of the elements consider rule ?. 8t will usually be appropriate toorder the elements in the same order in which they are listed above, as it is likely that theemail and its attachment will be retrieved according to the correspondent. 1lso considerrule / a description of the subHect may already be given in the folder name.

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http://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/ManagingEmail/ManagingEmail.htmhttp://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/ManagingEmail/ManagingEmail.htmhttp://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/ManagingEmail/ManagingEmail.htmhttp://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/ManagingEmail/ManagingEmail.htm


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Rule 11 Example

ile name: 343(omplaints3DloggsF 5502 5 attch52of5 .pdf DloggsF 5502 5 attch5 of5 .pdf DloggsF 5502 5 rcvd.t+tDloggsF 556525 .rtf DloggsF 5565 5.rtf )homas% 5505;25attch52of52.rtf )homas% 5505;25rcvd.t+t)homas% 5505>25.rtf


343(omplaints31ttachment!rom%)homas25Fun50.rtf 1ttachment2!romFDloggs.pdf 1ttachment !romFDloggs.pdf :mail!rom%elen)homas25Fun50.t+t:mail)oFoeDloggs Bec50.t+t"etter!romFoeDloggs Fan56.rtf "etter)o%elen)homas25Ful50.rtf "etter)oFoeDloggs 5!eb56.rtf


Explanation: )his e+ample shows the incoming and outgoing correspondence concerningcomplaints. )he email received from 'r Foe Dloggs on Becember 550included two attachments. )he attachments are listed above the email and arenumbered so that it is easy to see that there were two attachments and both ofthem are listed. )his folder also includes an email from 'iss %elen )homas on25 Fune 550, which included one attachment.

Rule 1!: 6he version number of a record should be indicated in its file name by theinclusion of +9- follo&ed the version number and, &here applicable, +0raft- or + inal-#

2. &ome records go through a number of versions, for e+ample they start out as workingdrafts, become consultation drafts and finish with a final draft, which may then bereviewed and updated at a later date. 8t is important to be able to differentiate betweenthese various drafts by giving them each their own number.

. here a version number is applicable, it should always appear in the file name of therecord so that the most recent version can be easily identified and retrieved.

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Rule 1! Example

ile name: 8:1' 550- 556V50Braft.htm8:1' 550- 556V56!inal.htm

=rg%ier 55 V5 .+ls=rg%ier 55 V50.+ls=rg%ier 55 V56.+ls

8emodel5056*draftv0.htm8emodle5056*finalv6htm

=rg*%ier* 55 *v .+ls=rg*%ier* 55 *v0.+ls=rg*%ier* 55 *v6.+ls

Explanation: )he first e+ample shows two versions of the income and e+penditure attributionmodel for 550- 556, version 0 is a draft version and version 6 is the finalversion. )he common abbreviation for the model is used. )he covering yearsare given in four-digit format. )he version number is given with two digits sothat the versions will appear in numeric order.

)he second e+ample shows a number of versions of the organisationalhierarchy for 55 . 8n this case none of the versions are marked as draft orfinal because the nature of the record means that draft and final are notapplicable.

ibliography

Based on office standards produced by an MIS development unit, July 2002, and published by JISC infoNet at: http: !!!"#iscinfonet"ac"u$ Info%its info$it&related&files e'ample&rm&applied , and on (ood practice in mana)in) electronic documents usin) *ffice + on a localarea net!or$ published by -he National .rchives at:http: !!!"nationalarchives")ov"u$ electronicrecords advice default"htm/tool$its "

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http://www.jiscinfonet.ac.uk/InfoKits/infokit-related-files/example-rm-appliedhttp://www.jiscinfonet.ac.uk/InfoKits/infokit-related-files/example-rm-appliedhttp://www.nationalarchives.gov.uk/electronicrecords/advice/default.htm#toolkitshttp://www.jiscinfonet.ac.uk/InfoKits/infokit-related-files/example-rm-appliedhttp://www.jiscinfonet.ac.uk/InfoKits/infokit-related-files/example-rm-appliedhttp://www.nationalarchives.gov.uk/electronicrecords/advice/default.htm#toolkits

Documents

Naming Conventions Explanation v 09