These files are required to be in PDF format. They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. Rule 61.09 of the Rules of Civil Procedurerequires parties to file electronic versions of their factums and transcripts on appeals. Effective file naming is the cornerstone for building a successful paperless office. File naming conventions can be applied to files and folders on network drives, as part of digitization projects or to items in a content management system. Classification: How to Organize Your Records, Disposition: Records Destruction or Transfer, Victoria University Records Schedule [Under Construction], Reduce the chances of saving duplicate items (especially duplicate items with different names), Facilitate transfers to Archives or destruction, Assist in maintaining business continuity, Folders in shared drives or other electronic repositories should reflect your paper files, where possible, Order file and folder naming elements for easy access and avoid repeating elements unnecessarily, Limit folder structure to three deep, where possible, Avoid mixing materials with different retention periods into the same electronic or paper folder, Consider appropriate storage: Avoid storing records on your C drive or desktop as this is not backed up, Departmental records policy, procedure, or manual. endstream endobj 397 0 obj <>/Metadata 36 0 R/Outlines 79 0 R/PageLayout/OneColumn/Pages 394 0 R/StructTreeRoot 102 0 R/Type/Catalog>> endobj 398 0 obj <>/ExtGState<>/Font<>/XObject<>>>/Rotate 0/StructParents 0/Type/Page>> endobj 399 0 obj <>stream Date or date ran… endstream endobj startxref fο� ���� A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. Most file naming conventions begin with a date. Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: Naming conventions are rules which enable the titling of electronic and physical folders, documents and records in a consistent and logical way. 1. Electronic File Naming Standards for Building Permits . 'File names' are the names that are listed in the file directory and that users give to new files when they … Need help developing or documenting an organizational structure for your office? A need for consistent naming practices for electronic content items, specifically documents in directories, has been identified. A File Naming Convention (FNC) is a framework for naming your files in a way that describes what they contain and how they relate to other files. Click on the ‘Insert’ drop-down menu and select ‘Insert as Hyperlink’. h��Zmo�6�+��~H�WQ Contact the Records Manager for assistance. Name electronic folders for “find‐ability.” A record that can’t be found and easily identified is a useless file. Organizing your workspace consistently will help ensure electronic records remain accessible, authentic, and complete from their creation to disposition. They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. Develop a naming convention based on elements that are important to the project. Standardized naming conventions improve the speed of retrieval. Establishing naming conventions within your office will help you: Check out our Naming Conventions tip sheet for examples and best practices. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. By using good naming conventions you spare people the frustration of going on a scavenger hunt. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. 1. 0 This guideline helps in naming electronic documents and folders consistently, logically and in a predictable way distinguishes them from one another at a … Give electronic files logical, specific names and include dates in file names if possible. 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. The document files can be multi-page files and are part of your submittal but are not plans pages. Contact the Records Manager for assistance. cN֬�4��u@���%Bm)�յ���;�2��v�� The following file -naming convention incorporates best practices in electronic records management and information technology. �w8�qI�st:������ ���w�*�f&�i.잱eꆊK���. File naming best practices: Files should be named consistently; File names should be short but descriptive (<25 characters) (Briney) Add initials to the very ends of your documents if you want it to be clear who is handling each. It is also essential for effective collaboration between individuals working on common business activities. 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? Use a simple file name beginning with the name, date, and event. Search for and select the document. Naming Conventions for Electronic Documents AP 30-52 INTRODUCTION . Need help developing or documenting naming conventions for your office? is usually indicated in the file names. 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. eFiling and file naming. This document explores the general characteristics of records, how records are used and referenced, and the file-naming Establishing a file naming convention for employees is a key part of managing e-records throughout their lifecycle. DSCC, DSCP, and DSCR refer to the Defense Supply Centers at Columbus, Philadelphia and Richmond, respectively. h�b```� Establishing office conventions for electronic file/folder naming will also prevent files from being misfiled and lost. The simple rules apply equally to electronic and physical files and folders. Documenting naming conventions and file organization decisions can be done using various tools such as: Regardless of how decisions are documented, it is important is to train everyone and follow-up regularly to ensure compliance. Establishing naming conventions within your office will help you: Some examples would be Structural Calculations, Geotechnical Reports, Kitchen Equipment Cut Sheets, COMchecks, Roofing The Department of Planning, Industry and Environment’s (DPIE) e-portal requires the upload of documents and limits the number of characters you are allowed to use in the title. Naming folders and files in a consistent, logical and predictable way means that information may be located, identified and retrieved by yourself or colleagues, as quickly and easily as possible. When physical filing was the standard, the court never would have seen the name of a digital document. Keep file names short but meaningful 2. Following these simple rules will help you to name your work and find it when you need it. The purpose of file naming conventions. %%EOF Included in the process of setting up the file structure and file naming conventions is addressing the question of limiting access. ŕ�w��)y��q�y�R�;eBk�g"V� The average person will name a file in a way that best suits them and that file name might not have any information to the next person who needs to access the file. 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 an appropriate secure location. 6-26-20. HOW SHOULD ELECTRONIC FILES AND FOLDERS BE TITLED? For file naming ideas, see The Family Curator’s Tips for E-A-S-Y Digital File-naming to Organize Digital Files. For example, a letter published on a web site might be part of a records series that includes additional paper documents in a file … 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. This document is intended to provide a common set of rules to apply to the naming of electronic records. Choose a format for naming your files and use it consistently. File naming best practices: Files should be named consistently; File names should be short but descriptive (<25 characters) (Briney) Consistency is key! Electronic Reading Room for DLA Procurement Data Files Names for DLA Procurement Data Files posted on this site will contain 10 characters. This document provides best practices for the naming of files and folders, and may be used to create file naming policies specific to your agency to distribute to all staff members. The Court of Appeal strongly encourages parties to file electronic versions of other court documents, including appeal and motion materials filed in criminal and civil proceedings, in addition to the paper copies of these documents. Document your organization decisions, train staff, and conduct regular reviews to ensure compliance. Folder Naming Conventions Folder naming conventions provide all information within the system with a coherent context and logical frame of reference. and easy to use file-naming standard to be implemented in any office. As a general policy, do not use periods or spaces in file names. Utilizing a Forensic Electronic Document Management System (FEDMS) to organize HR files is an excellent HR management software solution. Location/spatial coordinates 3. Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. Manuscript Collections. The goal when naming files is to be able to tell what the file is about without having to open it and look. Rev. This document explores the general characteristics of records, how records are used and Records Management - Managing Electronic Records – File Naming Conventions - 3 - 3. This tip sheet provides examples of naming conventions; each unit may determine its own file naming procedure as long as it is applied consistently. The most important rule with dates is to begin with the year first, then the month, then the day, in a YYYY-MM-DD format. The average person will name a file in a way that best suits them and that file name might not have any information to the next person who needs to access the file. The following file naming convention incorporates best practices in electronic records management and information technology. 427 0 obj <>stream Developing an FNC is done through identifying the key elements of the project, the important differences and commonalities between your files. 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. Manuscript Collections. Be consistent 4. Standardized naming conventions improve the speed of retrieval. File Naming Conventions. Indicate version number where appropriate 5. Duplication Do not duplicate the folder name within the file names as all the files stored within in a folder will relate to the same subject, which is already recorded in the folder name. Consistency is key! 406 0 obj <>/Filter/FlateDecode/ID[<92F25434197CD64BBD7258B430AB48A5>]/Index[396 32]/Info 395 0 R/Length 73/Prev 200172/Root 397 0 R/Size 428/Type/XRef/W[1 3 1]>>stream Document your naming convention decisions, train staff, and conduct regular reviews to ensure compliance. The following file-naming convention incorporates best practices in electronic records management and information technology. The file name serves one purpose: to identify the file and keep all files organized. Copyright © 2020 Victoria University Library. Naming folders and files in a consistent, logical and predictable way means that information may be located, identified and retrieved by yourself or colleagues, as quickly and easily as possible. Why use naming conventions? Naming conventions for electronic records You should think carefully about how you name your documents and folders, as you will need to be able to search for, and find them, quickly and easily. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. eFiling and file naming. Using naming conventions will help you: Create consistent names for electronic documents; Distinguish documents from one another; Determine the relevance of documents without having to open them; Sort documents logically and group related documents together. )l�����q���ۀ�g��J��[��&Nd�j��`(���h`� �(�b/�h��KT�� b!�� ЅK�5�6�}4И��',�h�R>��%�� ����� �Q``����= �X�(i���@���� ��X�&@�1� ��K� A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. %PDF-1.5 %���� Keeping everything separate (in terms of secure access), yet organized in an efficient manner, is much easier if you have a FEDMS. The following file -naming convention incorporates best practices in electronic records management and information technology. Descriptive file names are an important part of organizing, sharing, and keeping track of data files. We used Windows Small Business Server (now known as Windows Server Essentials ) and were able to establish a hierarchical definition of the electronic file structure based on the roles of individuals. Default File Naming Explained File naming conventions help you stay organized and makes it easier to identify your files. File names should allow you to identify a precise experiment from the name. h�bbd```b``���@$S=�d["Y@$�2�����@�q���������Q�������� �] % If you have large numbers of files of different types, you should produce a document describing the file naming convention used for the research; Background information about each item (individual interview, focus group, photograph etc.) The files are structured as follows: To review examples of these tools or to request assistance in drafting documentation, please contact the Records Manager. 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. If division is necessary, use underscores or dashes. Include any unique identifiers, e.g. Efficient management of electronic records begins with accurate file-naming. The following naming conventions should be used when uploading documents online for building permit submittals. Put the date at the beginning of the name to keep the files in a hierarchical order. Develop a naming convention based on elements that are important to the project. The names you assign to your electronic documents constitute the foundation for the proper management of your documents. Here’s my easy 4-step file naming system: 1. Establishing office conventions for electronic file/folder naming will also prevent files from being misfiled and lost. case number, project title 3. 396 0 obj <> endobj File and Folder Naming Why create a naming convention? 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. Researcher name/initials 4. As a general policy, do not use periods or spaces in file names. Document files . & �d�h���V3��� �Q0f"UرL�Y SJ��� (I��J�fR2R�X�:�Y�a"��52��aI��A�H,�n�Eή�^���4��>'����S�T�}^G����-9~��Σ�|�܂?�1xk�S �-��L �c�\�E���8m��:/&��ǿ4��(?���˲jF������$[���l�Rχd���������EtY��l���8�ѻ+�ywu�ӏ��G��l�D˼u�����I�5y4�H�zj�F#��������4{z�� �"�~�[֑��,{X�4�Ϊ�99�>�I������,��//�u���eV�է�ĸ��$8܎�T���&�S��r���1����*��ւ8�W�G���|���Hp؃|�'�.�`Q�������\. File and folder naming conventions are key to maintaining well-organized electronic directory and drive structures. By consistently organizing your files, you will be able to quickly find what you need. When physical filing was the standard, the court never would have seen the name of a digital document. Sometimes this is the date the document was filed with the court; sometimes it’s the date it was created (as with a memo) or received (as with correspondence). 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. A consistent naming convention helps: File Naming Conventions. Use a dash or underscore instead of a space, and begin dates with the year. While your office may have access to an abundance of server space for storing electronic documents, it is still important to dispose of electronic records whose retention periods have expired. Why use naming conventions? Now that eFiling is entering more and more courts, file naming … A good file naming system for photos is essential. If division is necessary, use underscores or dashes. See Classification: How to Organize Your Records, for more information on record classification [this section is under development]. Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: Required Electronic File Naming Conventions . Ensure the purpose of the document is quickly and easily identifiable Descriptive file names are an important part of organizing, sharing, and keeping track of data files. according to agreed office conventions will also make file naming easier for each employee because they will not have to re-think this process each time a document is created, received and/or saved. Electronic Document Naming Conventions Here is an example of a document name using all seven elements of the naming convention .The ... • Click on ‘insert’ in the Outlook menu bar.Choose ‘Attach File’. The simple rules apply equally to electronic and physical files and folders. This naming convention will assist with ease of location and consistency in storage of your documents in Council’s electronic document management system. Add initials to the very ends of your documents if you want it to be clear who is handling each. Keep it short and avoid special characters. Now that eFiling is entering more and more courts, file naming … For more information on transferring to Archives or preparing for destruction, please see our Disposition page, Tip Sheets, and Forms. All Rights Reserved. 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). Project or experiment name or acronym 2. 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