file naming conventions for electronic documents

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). 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 fο� ���� The simple rules apply equally to electronic and physical files and folders. If division is necessary, use underscores or dashes. Keeping everything separate (in terms of secure access), yet organized in an efficient manner, is much easier if you have a FEDMS. case number, project title 3. Included in the process of setting up the file structure and file naming conventions is addressing the question of limiting access. All Rights Reserved. %%EOF Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: Give electronic files logical, specific names and include dates in file names if possible. endstream endobj startxref The following file -naming convention incorporates best practices in electronic records management and information technology. When physical filing was the standard, the court never would have seen the name of a digital document. h�b```� File and folder naming conventions are key to maintaining well-organized electronic directory and drive structures. Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: See Classification: How to Organize Your Records, for more information on record classification [this section is under development]. By using good naming conventions you spare people the frustration of going on a scavenger hunt. Why use naming conventions? They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. File naming conventions help you stay organized and makes it easier to identify your files. 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. %PDF-1.5 %���� To review examples of these tools or to request assistance in drafting documentation, please contact the Records Manager. This guideline helps in naming electronic documents and folders consistently, logically and in a predictable way distinguishes them from one another at a … Include any unique identifiers, e.g. 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. Records Management - Managing Electronic Records – File Naming Conventions - 3 - 3. This naming convention will assist with ease of location and consistency in storage of your documents in Council’s electronic document management system. Now that eFiling is entering more and more courts, 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. A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. File and Folder Naming Why create a naming convention? Naming conventions are rules which enable the titling of electronic and physical folders, documents and records in a consistent and logical way. eFiling and file naming. 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? h�bbd```b``���@$S=�d["Y@$�2�����@�q���������Q�������� �] % 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. File naming best practices: Files should be named consistently; File names should be short but descriptive (<25 characters) (Briney) This document is intended to provide a common set of rules to apply to the naming of electronic records. 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. 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. Naming Conventions for Electronic Documents AP 30-52 INTRODUCTION . Keep it short and avoid special characters. When physical filing was the standard, the court never would have seen the name of a digital document. Contact the Records Manager for assistance. This document explores the general characteristics of records, how records are used and referenced, and the file-naming 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. Organizing your workspace consistently will help ensure electronic records remain accessible, authentic, and complete from their creation to disposition. Add initials to the very ends of your documents if you want it to be clear who is handling each. Most file naming conventions begin with a date. File Naming Conventions. Default File Naming Explained Rev. 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. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. 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). 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. It is also essential for effective collaboration between individuals working on common business activities. As a general policy, do not use periods or spaces in file names. Date or date ran… Manuscript Collections. 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. )l�����q���ۀ�g��J��[��&Nd�j��`(���h`� �(�b/�h��KT�� b!�� ЅK�5�6�}4И��',�h�R>��%�� ����� �Q``����= �X�(i���@���� ��X�&@�1� ��K� Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. HOW SHOULD ELECTRONIC FILES AND FOLDERS BE TITLED? As a general policy, do not use periods or spaces in file names. Document your naming convention decisions, train staff, and conduct regular reviews to ensure compliance. 1. Establishing naming conventions within your office will help you: Need help developing or documenting an organizational structure for your office? Rule 61.09 of the Rules of Civil Procedurerequires parties to file electronic versions of their factums and transcripts on appeals. Name electronic folders for “find‐ability.” A record that can’t be found and easily identified is a useless file. 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. For file naming ideas, see The Family Curator’s Tips for E-A-S-Y Digital File-naming to Organize Digital Files. The following file naming convention incorporates best practices in electronic records management and information technology. The document files can be multi-page files and are part of your submittal but are not plans pages. Consistency is key! & �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�������\. If division is necessary, use underscores or dashes. is usually indicated in the file names. Following these simple rules will help you to name your work and find it when you need it. Now that eFiling is entering more and more courts, file naming … Use a dash or underscore instead of a space, and begin dates with the year. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. 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 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. 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. Record Classification [ this section is under development ] sharing, and dates! The very ends of your documents if you want it to be implemented in any office ensure purpose. General policy, do not use periods or spaces in file names are an important part of e-records. Choose a format for naming your files and folders the goal when files. Foundation for the proper management of your documents in directories, has been identified in the and! Document files can be multi-page files and use it consistently - managing records... For the proper management of your documents if you want it to be implemented in any office be found easily..., specifically documents in Council ’ s my easy 4-step file naming is the cornerstone for building a paperless... Create a naming convention based on elements that are important to the very ends of documents. The frustration of going on a scavenger hunt be clear who is handling each business activities be to! 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