Indicate version number where appropriate 5. What limitations do these systems have for file naming. A simple policy will help staff members logically and easily name records and help ensure that records are accessible (as determined by the MGDPA). 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? File names can be either descriptive or non-descriptive. 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.  It is good practice to adopt the naming conventions from the point of creation of the document. Provide guidelines and training on file naming. 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. 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. SOP Naming Conventions Command Chronology. Electronic records are usually organized in a series of folders. 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. Duplicate file names will cause problems. Project or experiment name or acronym 2. Could these changes affect the file naming strategy? File Naming Conventions. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. MNHS openings and announcements. By providing guidelines and training, you can maximize policy compliance in a way that meets your operational and legal requirements. Standard is as follows: Day Month Year 1 January 2014. Special characters are often reserved for use by the operating system. I’ve made some updates to this article and crossed out my old conventions. 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. According to the UK Data Archive (UK Data Service, 2017b), a best practice in naming files is to: Create meaningful but brief names; Use file names to classify types of files; Avoid using spaces, dots and special characters (& or ? 01-99, unless it is a year or another number with more than two digits. Instructions for Using This Job Aid Use this job aid when you are assigned to establish naming conventions for electronic records. A simple policy will be more consistently used, resulting in records that are consistently named, and thus easier to organize and access. 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). It looks like you're using Internet Explorer 11 or older. DO: Use a file versioning if needed. Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. Pay close attention to the freedom you give staff members (and outside vendors) in naming files. It is important to establish your file naming convention before any records are saved to your electronic filing system. As you think through how to manage this step, keep the following issues in mind. Descriptive file names are useful for small, well-defined projects with existing identification schemes that link the digital object to the source material. St. Paul, MN 55102 However, inconsistent application of terms or typos will … Files are frequently copied to other folders, downloaded, and emailed. When including a number in a file name always give it as a two-digit number, i.e. Records will be moved from their original location. Punctuation – decide on conventions for if and when to use punctuation symbols, capitals, hyphens and spaces. It is important to ensure that the file name, independent of the folder where the original file lives, is sufficiently descriptive. Always start with the year first and end with the day. 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. Consider how scalable your file naming policy needs to be. File names will consist of 4 parts: (1) Unit Name, (2) Subject, (3) Document Type, and (4) Date. Brookhaven National Laboratory (BNL) Web Communication Standards. By the software, computer system, or storage device? 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. Electronic Records Management Guidelines, March 2012, Version 5. The following rules should be followed: Keep file names short, but comprehensible, using commonly recognised acronyms or abbreviations where appropriate. 651-259-3015 • 844-667-8679. Researcher name/initials 4. 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