Descriptive file names are an important part of organizing, sharing, and keeping track of data files. Descriptive file names are an important part of organizing, sharing, and keeping track of data files. Naming conventions are rules which enable the titling of electronic and physical folders, documents and records in a consistent and logical way. It is also essential for effective collaboration between individuals working on common business activities. Develop a naming convention based on elements that are important to the project. Establishing office conventions for electronic file/folder naming will also prevent files from being misfiled and lost. Name electronic folders for “find‐ability.” A record that can’t be found and easily identified is a useless file. Search for and select the document. 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. Electronic Reading Room for DLA Procurement Data Files Names for DLA Procurement Data Files posted on this site will contain 10 characters. 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. Organizing your workspace consistently will help ensure electronic records remain accessible, authentic, and complete from their creation to disposition. %%EOF The following file -naming convention incorporates best practices in electronic records management and information technology. Most file naming conventions begin with a date. Manuscript Collections. The simple rules apply equally to electronic and physical files and folders. Some examples would be Structural Calculations, Geotechnical Reports, Kitchen Equipment Cut Sheets, COMchecks, Roofing 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. h��Zmo�6�+��~H�WQ This document explores the general characteristics of records, how records are used and referenced, and the file-naming 0 Establishing office conventions for electronic file/folder naming will also prevent files from being misfiled and lost. 'File names' are the names that are listed in the file directory and that users give to new files when they … 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. Standardized naming conventions improve the speed of retrieval. Contact the Records Manager for assistance. 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). Following these simple rules will help you to name your work and find it when you need it. Develop a naming convention based on elements that are important to the project. They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. A need for consistent naming practices for electronic content items, specifically documents in directories, has been identified. This tip sheet provides examples of naming conventions; each unit may determine its own file naming procedure as long as it is applied consistently. Click on the ‘Insert’ drop-down menu and select ‘Insert as Hyperlink’. & �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�������\. 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. When physical filing was the standard, the court never would have seen the name of a digital document. The files are structured as follows: File Naming Conventions. Give electronic files logical, specific names and include dates in file names if possible. Indicate version number where appropriate 5. Project or experiment name or acronym 2. File naming best practices: Files should be named consistently; File names should be short but descriptive (<25 characters) (Briney) 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. They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. Document your organization decisions, train staff, and conduct regular reviews to ensure compliance. 427 0 obj <>stream Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. 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. 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 Keeping everything separate (in terms of secure access), yet organized in an efficient manner, is much easier if you have a FEDMS. Date or date ran… Now that eFiling is entering more and more courts, file naming … 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. This guideline helps in naming electronic documents and folders consistently, logically and in a predictable way distinguishes them from one another at a … Keep file names short but meaningful 2. �w8�qI�st:������ ���w�*�f&�i.잱eꆊK���. eFiling and file naming. Establishing a file naming convention for employees is a key part of managing e-records throughout their lifecycle. 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. Now that eFiling is entering more and more courts, file naming … Included in the process of setting up the file structure and file naming conventions is addressing the question of limiting access. Records Management - Managing Electronic Records – File Naming Conventions - 3 - 3. Efficient management of electronic records begins with accurate file-naming. By using good naming conventions you spare people the frustration of going on a scavenger hunt. Consistency is key! Contact the Records Manager for assistance. 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. Need help developing or documenting naming conventions for your office? The simple rules apply equally to electronic and physical files and folders. and easy to use file-naming standard to be implemented in any office. A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. case number, project title 3. DSCC, DSCP, and DSCR refer to the Defense Supply Centers at Columbus, Philadelphia and Richmond, respectively. File and folder naming conventions are key to maintaining well-organized electronic directory and drive structures. If division is necessary, use underscores or dashes. Rule 61.09 of the Rules of Civil Procedurerequires parties to file electronic versions of their factums and transcripts on appeals. Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: Document files . Add initials to the very ends of your documents if you want it to be clear who is handling each. 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. These files are required to be in PDF format. 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. 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. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. 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. Folder Naming Conventions Folder naming conventions provide all information within the system with a coherent context and logical frame of reference. Ensure the purpose of the document is quickly and easily identifiable To review examples of these tools or to request assistance in drafting documentation, please contact the Records Manager. Put the date at the beginning of the name to keep the files in a hierarchical order. 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. Establishing naming conventions within your office will help you: Naming Conventions for Electronic Documents AP 30-52 INTRODUCTION . 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? 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’. Can include word processing documents, spreadsheets, databases, audio file naming conventions for electronic documents, you will be able to find! Naming will also prevent files from being misfiled and lost you stay and! 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