file naming conventions for archives

file naming conventions for archives

Determining file naming boundaries. Are there limitations on the length of the file name? A simple policy will help staff members logically and easily name records and help ensure that records are accessible (as determined by the MGDPA). In those instances, omit the redundant step. You will not be able to manage every electronic record’s file name, so you will need to rely on staff members and vendors to name files in compliance with your policy. SOP Naming Conventions Command Chronology. File naming conventions help you stay organized and makes it easier to identify your files. 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. By the software, computer system, or storage device? 1. Determining the official copy. As you think through how to manage this step, keep the following issues in mind. The purpose of file naming conventions. Manuscript Collections File Naming Conventions. Naming conventions are rules which enable the titling of electronic and physical folders, documents and records in a consistent and logical way. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. Marine Corps Social Media / Privacy / Accessibility / FOIA / No Fear Act / Marines.mil / MCB Quantico / USA.gov, Marine Corps Social Media / Privacy / Accessibility / FOIA / No Fear Act / Marines.mil / MCB Quantico / USA.gov. Use leading zeros with the numbers 0-9 to facilitate proper sorting and file management. Elements of a file naming convention. 345 W. Kellogg Blvd. The file path shows the location of the file. Include any unique identifiers, e.g. Establish naming conventions for electronic records. 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. Legally, public records must be accessible.  It is recommended that the file name and path is included in the footer of a document. They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. Universal retrieval. When including a number in a file name always give it as a two-digit number, i.e. DO: Use a file versioning if needed. File and Folder Naming Why create a naming convention? Brookhaven National Laboratory (BNL) Web Communication Standards. 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. MNHS openings and announcements. Establishing naming conventions within your office will help you: The following rules should be followed: Keep file names short, but comprehensible, using commonly recognised acronyms or abbreviations where appropriate. Consider how scalable your file naming policy needs to be. Include the version number in the file name by using ‘v’ or ‘V’ and the version number at the end of the document. 651-259-3015 • 844-667-8679. It is important to establish your file naming convention before any records are saved to your electronic filing system. 2. The following file naming convention incorporates best practices in electronic records management and information technology. For example: A file name is the chief identifier for a record. Check off each step when you have completed the step. For example, a staff member could see that “HF0035broch96/97P.pdf” is a brochure about a House bill (HF0035) in the 1996/1997 session that is available to the public. Pay special attention to the questions posed by the legal framework, including the need for public accessibility, as appropriate. A file name is the chief identifier for a record. Electronic Records Management Guidelines, March 2012, Version 5. / $ % & ^ # . Relationship to and connection with paper records. By ensuring that the electronic records’ and the paper records’ file names mesh, you can more easily manage the records series. How will people be accessing the files? File names will consist of 4 parts: (1) Unit Name, (2) Subject, (3) Document Type, and (4) Date. What information is most important to capture in the file name itself? 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.  It is good practice to adopt the naming conventions from the point of creation of the document. case number, project title 3. Variations include YYYY, YYYY-MM, YYYY-YYYY. Including an indicator of official record status in a file name may be useful for this purpose. Use only alpha-numeric characters. 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). 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. You will need to decide what metadata to collect and include in file names. 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. 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. This ensures that the correct records can be located, identified and retrieved from a filing system in a timely fashion, and that they are stored in … A file naming convention is a systematic method for naming files that will make them easier to retrieve later. In order to ensure uniformity and clarity among Command Chronologies, use the following guidance when creating file names for Command Chronologies and Supporting Documents. While there is room for a certain degree of adaptation by individuals, it is important that the office-wide folder structure and file naming conventions be agreed upon, With good stakeholder and staff input, and training, you should be able to develop file names that make sense to staff members once the file creators are no longer available. To maximize access to your records, we recommend establishing a naming convention for your files. How will staff members and the public access and open files in the short-term and long-term? Is it extensible into the future? Scalability. Pay close attention to the freedom you give staff members (and outside vendors) in naming files. File naming guidelines Menu It is useful to establish a best practice for file naming as part of managing both paper and electronic records. Indicate version number where appropriate 5. A simple policy will be more consistently used, resulting in records that are consistently named, and thus easier to organize and access. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. More details. Keep file names short but meaningful 2. The policy should be simple and straightforward. Spaces are used to delimit words, not underscores. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. 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. File versioning helps you keep track of the state of the current … 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. Ensure that the staff and the public (as appropriate) can access your files. Create Naming Convention for records maintained on a shared drive folder structure.] Naming digital files consistently allows for system searches to find misfiled or lost digital records. 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 Order the elements in a file name in the most appropriate way to retrieve the record, with the most important element first If you continue with this browser, you may see unexpected results. It is important to ensure that the file name, independent of the folder where the original file lives, is sufficiently descriptive. 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 ? St. Paul, MN 55102 ); Use hyphens (-) or underscores (_) to separate elements in a file name; Avoid very long file names; File names should be simple and easy to understand. Naming conventions for electronic documents: • Document names must clearly identify the subject of the document. Spaces are often reserved for operating system functions and might be misread. By using good naming conventions you spare people the frustration of going on a scavenger hunt. [Formerly ERM 11. How will people “think of” this record (e.g., “I need to find a copy of XYZ.doc.” or “I need information about legislation passed in 2002/2003.”)? Use underscores (_) and dashes (-) to represent spaces. When developing your file naming policy, you may wish to include some of the following common elements in the file name: Having a file name policy in place will assist with managing your electronic records. (Ex: 2004_Notes_v01.doc)  Avoid using the word version or draft and the beginning of the file name for access purposes (Ex: Version1_2004_Notes.doc). 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. Do we have a file naming policy? Ease of administration. File Naming Conventions. Electronic records are usually organized in a series of folders. 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.

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