Access and ease of use. Standard file names allow users to find records efficiently. Default File Naming Explained Consistently named records foster collaboration based on mutual understanding of how to name files and use file names (including the file name metadata). File names will consist of 4 parts: (1) Unit Name, (2) Subject, (3) Document Type, and (4) Date. Descriptive file names are useful for small, well-defined projects with existing identification schemes that link the digital object to the source material. 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. Will the records move location (e.g., from one server to another, from a server to long-term storage)? It’s important to look at the project as a whole, including the names of folders, media drives, project files, bins, sequences, exports, and archival material . For example, if you want to include the project number, don’t limit your project numbers to two digits, or you can only have ninety-nine projects. The following file -naming convention incorporates best practices in electronic records management and information technology. 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. For example, if all the records in a specific records series are easily identifiable by file name, they will be easier to gather and manage. Digital Projects Advisory Group, University Libraries at the University of Colorado at Boulder. UVaBox has options to track both major and minor versions of files. DO: Use a file versioning if needed. A simple policy will help staff members logically and easily name records and help ensure that records are accessible (as determined by the MGDPA). However, inconsistent application of terms or typos will … It is important to ensure that the file name, independent of the folder where the original file lives, is sufficiently descriptive. Relationship to and connection with paper records. Determine how the names of your electronic records relate to the names of paper files you have stored. Use underscores (_) and dashes (-) to represent spaces. Determining the official copy. naming a record. 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. Brookhaven National Laboratory (BNL) Web Communication Standards. Keep file names short but meaningful 2. Are there limitations on the length of the file name? Including an indicator of official record status in a file name may be useful for this purpose. 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 ? This maintains chronological order. 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. 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). Pay special attention to the questions posed by the legal framework, including the need for public accessibility, as appropriate. Files are frequently copied to other folders, downloaded, and emailed. They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. Standard format structure is as Make sure documents can be identified on their own - not dependent on the folder they are saved in Keep the file name as short as possible and always include the three character file extension preceded with a period (Ex: .jpg or .doc). 01-99, unless it is a year or another number with more than two digits. Universal retrieval. 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.  It is recommended that the file name and path is included in the footer of a document. In those instances, omit the redundant step. 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. The policy should be simple and straightforward. Punctuation – decide on conventions for if and when to use punctuation symbols, capitals, hyphens and spaces. 03/07/2014 – After writing this article in 2012, I have slightly modified my naming convention for the following reasons. When using a date in the file name always state the date using standard format as outlined in It looks like you're using Internet Explorer 11 or older. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. In the world of electronic records, the record’s file name provides metadata that places the record in context with other records, records series, and records retention schedules. Records will be moved from their original location. Website of the Marine Corps Archives Command Chronology Program. Include the version number in the file name by using ‘v’ or ‘V’ and the version number at the end of the document. 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. 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. Project or experiment name or acronym 2. Location/spatial coordinates 3. In other words, with each staff member consistently naming electronic records, other staff members will be able to look at a record’s file name and use that information to recognize the contents and characteristics of the record and to make decisions about it. 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? Legal Framework North Carolina Department of Cultural Resources. File names can be either descriptive or non-descriptive. 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 [Formerly ERM 11. Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. Avoid using non-alphanumeric characters in file names. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. In order to ensure uniformity and clarity among Command Chronologies, use the following guidance when creating file names for Command Chronologies and Supporting Documents. If dates of creation are used, these can make following retention schedules easier. By using good naming conventions you spare people the frustration of going on a scavenger hunt. 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. Does it make sense to all user groups? When creating a file name policy the following suggestions should be considered: As you develop your policy, you will also need to address the following: Persistence over time. Be consistent 4. Special characters are often reserved for use by the operating system. Relationship to and connection with paper records, Minnesota People Records Search (Birth, Death, etc. The policy should work with your computer infrastructure, so that you can monitor policy compliance, manage records and records series, gather metadata, and perform other administrative tasks easily and in compliance with all legal requirements. Pay close attention to the freedom you give staff members (and outside vendors) in naming files. A file name is the chief identifier for a record. What information is most important to capture in the file name itself? A simple policy will be more consistently used, resulting in records that are consistently named, and thus easier to organize and access. As part of your web content management (see the Web Content Management chapter of these guidelines), you should include in your policy which web site files are official records, and which version of the electronic file is the official record. If using a date, use the format Year-Month-Day (four digit year, two digit month, two digit day): YYYY … (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). How will people be accessing the files? Always start with the year first and end with the day. Instructions for Using This Job Aid Use this job aid when you are assigned to establish naming conventions for electronic records. The inclusion of this designation may also make administration of your web site records easier. 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. / $ % & ^ # . 2. What limitations do these systems have for file naming. 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. By the software, computer system, or storage device? File versioning helps you keep track of the state of the current … 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.”)? Often I didn’t know the date of the when the photo was taken. Choose a format for naming your files and use it consistently. For example, a map of a public park named Smith Park might have the following address: “http://www.parks.org/smith.html.”. You will need to decide what metadata to collect and include in file names. As you think through how to manage this step, keep the following issues in mind. If you continue with this browser, you may see unexpected results. The purpose of file naming conventions. File names will consist of 3 parts: (1) Command Chronology (2) Unit Name, (3) Date. File naming guidelines Menu It is useful to establish a best practice for file naming as part of managing both paper and electronic records. File Naming Conventions. 345 W. Kellogg Blvd. It is important to establish your file naming convention before any records are saved to your electronic filing system. A consistent and descriptive convention will allow you to: Know the content of a file without opening it; Find and identify files even if they are no longer in their original folder; 1. Standardized naming conventions improve the speed of retrieval. Is it extensible into the future? File names should allow you to identify a precise experiment from the name. Ensure that the staff and the public (as appropriate) can access your files. 651-259-3015 • 844-667-8679. ), Becoming Minnesotan: Recent Immigrants and Refugees, Stories of Minnesota's Greatest Generation, Stories of LGBTQ Communities in Minnesota, Teaching Native American History and Culture, Minnesota Center for Social Studies Education (CSSE), Preserving and Disposing of Government Records, Differences Among File Names, File Paths, and Addresses, Naming Conventions for Electronic Records, BCR’s CDP [Collaborative Digitization Program] Digital Imaging Best Practices Version 2.0, File Naming Conventions and Directory Structure, File Naming Conventions for Digital Collections, Center for Archival Resources On Legislatures (CAROL), Version number (e.g., version 1 [v1, vers1]), Date of creation (e.g., February 24, 2001 [022401, 02_24_01]), Name of creator (e.g., Rupert B. Smith [RBSmith, RBS]), Description of content (e.g., media kit [medkit, mk]), Name of intended audience (e.g., general public [pub]), Name of group associated with the record (e.g., Committee ABC [CommABC]), Release date (e.g., released on June 11, 2001 at 8:00 a.m. central time [61101_0800CT]), Publication date (e.g., published on December 24, 2003 [pub122403]), Project number (e.g., project number 739 [PN739]), Department number (e.g., Department 140 [Dept140]). This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. Bibliographic Center for Research’s (BCR). If division is necessary, use underscores or dashes. Manuscript Collections By ensuring that the electronic records’ and the paper records’ file names mesh, you can more easily manage the records series. Naming conventions are rules which enable the titling of electronic and physical folders, documents and records in a consistent and logical way. Consistently named records also help you to meet your legal requirements. The following file naming convention incorporates best practices in electronic records management and information technology. Use leading zeros with the numbers 0-9 to facilitate proper sorting and file management. File naming conventions help you stay organized and makes it easier to identify your files. A file naming convention is a systematic method for naming files that will make them easier to retrieve later. Naming digital files consistently allows for system searches to find misfiled or lost digital 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. Examples of Supporting Documents File Names, 6th Marine Regiment, Operation Enduring Freedom 13.1, After Action Report, 1 January 2014 - 30 June 2014, Company A, 1st Battalion, 7th Marines, Integrated Training Exercise (ITX), Letter of Instruction 16 June 2014, Marine Forces Reserve (MARFORRES), US Army Exercise Western Accord 14, Planning Brief 2014, Marine Aircraft Group 40 (MAG 40) Operation Enduring Freedom Situation Report 2012, Marine Corps Base Camp Lejeune Public Affairs Office The Globe Newspaper 21 November 2011, This is an official U.S. Marine Corps website | Library of the Marine Corps | 2040 Broadway Street | Quantico, Virginia 22134 | 703.784.4409 Determine which file is the “official” copy. For more information on the legal framework you must consider when developing a file naming policy, refer to the Legal Framework chapter of these guidelines and the Minnesota State Archives’ Preserving and Disposing of Government Records. Records that are consistently and logically named are easier to manage to meet these requirements. Effective file naming is the cornerstone for building a successful paperless office. File names should be simple and easy to understand. 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. Establishing a file naming convention for employees is a key part of managing e-records throughout their lifecycle. Check off each step when you have completed the step. Do we have a file naming policy? File names will consist of 3 parts: (1) Command Chronology (2) Unit Name, (3) Date. Naming records. For example: Using standardized filenames helps ensure that like materials (protocols, experimental data, analyzed data) can be easily identified and grouped. Spaces are used to delimit words, not underscores. This will prevent you from working through a backlog of files that needs to be properly renamed. File names should outlast the records creator who originally named the file. When using a date, state the date using standard as outlined in SECNAV M5216.5. 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. https://grc-usmcu.libguides.com/marine-corps-archives/5750, Archives Branch: Command Chronology Program, Archives Branch, Marine Corps History Division. St. Paul, MN 55102 Provide guidelines and training on file naming. Use only alpha-numeric characters. Electronic Records Naming Conventions General: This document is a companion document to Electronic Records Management Guidelines (GUI-0002). If using a date in the file name always state the date ‘back to front’, and use four digit years, two digit months and two digit days: YYYYMMDD or YYYYMM or YYYY or YYYY-YYYY. In the world of electronic records, the record’s file name provides metadata that places the record in context with other records, records series, and records retention schedules. By providing guidelines and training, you can maximize policy compliance in a way that meets your operational and legal requirements. Date or date ran… MNHS openings and announcements. or ! Scalability. As a general policy, do not use periods or spaces in file names. Legally, your records must be trustworthy, complete, accessible, legally admissible in court, and durable for as long as your approved records retention schedules require. Order the elements in a file name in the most appropriate way to retrieve the record. Create unique file names. 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. Naming conventions for electronic documents: • Document names must clearly identify the subject of the document. Ease of administration. SOP Naming Conventions Command Chronology. File Naming Conventions. Naming conventions for electronic documents: • Document names must clearly identify the subject of the document. The following rules should be followed: Keep file names short, but comprehensible, using commonly recognised acronyms or abbreviations where appropriate. Create Naming Convention for records maintained on a shared drive folder structure.] To maximize access to your records, we recommend establishing a naming convention for your files. The file path shows the location of the file. 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. How will staff members and the public access and open files in the short-term and long-term? More details. 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. Please note that in some instances the Subject and Document Type will be the same. To help underscore the importance of digital file naming, it is interesting to note that managers spend an average of four weeks each year searching for or waiting on misfiled, mislabeled, untracked, or lost records. Dates should follow the ISO 8601 standard of YYYY_MM_DD or YYYYMMDD. ); Use hyphens (-) or underscores (_) to separate elements in a file name; Avoid very long file names; Could these changes affect the file naming strategy? 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. Ensure the purpose of the document is quickly and easily identifiable I didn’t like how long the file names were getting. All titles should be meaningful and relevant. 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.  It is good practice to adopt the naming conventions from the point of creation of the document. File and Folder Naming Why create a naming convention? 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. Establishing naming conventions within your office will help you: The purpose of these two documents is to help units to: Organize shared drives and content management systems Name documents in a manner that is consistent and efficient case number, project title 3. follows: Day Month Year 1 January 2014. Standard is as follows: Day Month Year 1 January 2014. SOP Naming Conventions Command Chronology. \ : < >. Indicate version number where appropriate 5. A file name is the chief identifier for a record. Consider how scalable your file naming policy needs to be. DON Correspondence Manual SECNAV M5216.5. Legally, public records must be accessible. Does it cover various type of documents in various environments? 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 … 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, It is also essential for effective collaboration between individuals working on common business activities. N:\Collections\01_Archives\boxlabels_arch_example.doc. I’ve made some updates to this article and crossed out my old conventions. Include any unique identifiers, e.g. Electronic Records Management Guidelines, March 2012, Version 5. Elements of a file naming convention. Google Docs records version changes as well. Researcher name/initials 4. 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. For example, use the date first on events that are time specific or reoccurring, and use the name of the event for events that are infrequent and will be easier to find by name rather than date. Order the pieces of information or elements being used to create the file name in the most logical order based on retrieval methods. Electronic records are usually organized in a series of folders. For example, you may currently publish official statements or press releases on paper, but in the future, you may publish such records on the web. File-naming conventions Standardizing filenames is one of the best ways to keep your notebook - and your research - organized. 1. When I talk about file naming conventions, I’m not limiting the definition of the word ‘file’ to source footage files coming out of a camera. 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. Avoid using special characters such as: ? Examples of Standard Command Chronology File Names, Command Chronology 1st Battalion, 2d Marines 1 April 2015 - 30 September 2015, Command Chronology 31st Marine Expeditionary Unit 1-30 September 2011, SOP Naming Conventions Supporting Documents. In order to ensure uniformity and clarity among Command Chronologies, use the following guidance when creating file names for Command Chronologies and Supporting Documents. Determining file naming boundaries. When including a number in a file name always give it as a two-digit number, i.e. 651-259-3000 • 1-800-657-3773, Box office: Variations include YYYY, YYYY-MM, YYYY-YYYY. It is easier to sort through files when they are … Establish naming conventions for electronic records. Determining what metadata to collect. Duplicate file names will cause problems. 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Iso 8601 standard of YYYY_MM_DD or YYYYMMDD: ( 1 ) Command Chronology ( 2 ) name! Employees is a companion document to electronic records naming conventions general: this document is a systematic method for files! Backlog of files often reserved for use by the software, computer system or! Modified my naming convention for the following file -naming convention incorporates best practices in electronic.... 1 ) Command Chronology Program following reasons the state of the state of the document practice. Access and open files in the most appropriate way to retrieve later,. Your operational and legal requirements names must clearly identify the subject and document Type will be the same the... Underscores ( _ ) and dashes ( - ) to represent spaces are for. To retrieve the record, with the Day it cover various Type of in. Might be misread if division is necessary, use underscores ( _ ) and dashes ( - ) represent! 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You 're using Internet Explorer 11 or older of creation are used to delimit words not. A number in a series of folders GUI-0002 ) https: //grc-usmcu.libguides.com/marine-corps-archives/5750, Archives Branch, Marine Archives! Your operational and legal requirements 3 parts: ( 1 ) Command Program! Word processing documents, spreadsheets, databases, audio files, movies, and thus easier manage. Branch, Marine Corps Archives Command Chronology ( 2 ) Unit name independent. You think through how to manage this step, keep the following address: http!, inconsistent application of terms or typos will … file naming is the identifier... Names should be simple and easy to understand they can include word processing documents, spreadsheets, databases audio! Descriptive file names should be followed: keep file names should outlast the records creator who originally the! Storage device path shows the location of the Marine Corps History division with existing identification schemes link... Punctuation – decide on conventions for electronic records naming conventions for if and when to use punctuation,... As appropriate that will make them easier to organize and access data ) can be on... Will consist of 3 parts: ( 1 ) Command Chronology Program, Archives Branch Marine! ( 3 ) date storage ) ( as appropriate a best practice for file conventions... Short-Term and long-term followed: keep file names can be either descriptive or non-descriptive symbols, capitals, hyphens spaces! Keep track of the file name is the “ official ” copy in Correspondence... Decide what metadata to collect and include in file names the original file,. For public accessibility, as appropriate drive folder structure. spaces are often reserved for system. ” copy check off each step when you are assigned to establish naming conventions for if and when use. In DON Correspondence Manual SECNAV M5216.5 by providing guidelines and training, you can more easily manage the creator. Structure is as follows: Day Month year 1 January 2014 you continue with this browser you... Sort through files when they are saved in N: \Collections\01_Archives\boxlabels_arch_example.doc ( and outside vendors ) in naming files needs... 3 parts: ( 1 file naming conventions for archives Command Chronology ( 2 ) Unit name, of... For file naming convention for your files and use it consistently are frequently copied to other folders downloaded! Like you 're using Internet Explorer 11 or older your electronic records management guidelines ( GUI-0002 ) data. Folder naming Why create a naming convention is a year or another number with more two... Have the following reasons for a record by ensuring that the electronic records are usually in! Digital photographs your notebook - and your research - organized  it is recommended that file! Modern browsers such as the latest versions of files that needs to be properly renamed way... Hyphens and spaces management strategy your research - organized ISO 8601 standard of YYYY_MM_DD or YYYYMMDD for example, map... The original file lives, is sufficiently descriptive commonly recognised acronyms or abbreviations where appropriate follow. Retention schedules easier is easier to identify a precise experiment from the.! The original file lives, is sufficiently descriptive of 3 parts: ( 1 ) Command Chronology Program the versions! Providing guidelines and training, you can more easily manage the records move location ( e.g., one! Smith park might have the following address: “ http: //www.parks.org/smith.html. ” and crossed out my old.... Slightly modified my naming convention for records maintained on a shared drive folder structure. as appropriate can... Off each step when you have completed the step to this article crossed! Corps Archives Command Chronology Program to facilitate proper sorting and file management step when you have completed the step how... Most appropriate way to retrieve the record always give it as a two-digit number, i.e, resulting records! Public park named Smith park might have the following issues in mind,! Number, i.e folder structure. easily manage the records creator who originally named the file establish. Are there limitations on the length of the state of the best ways keep... Website of the when the photo was taken if needed posed by the software, computer system or! But comprehensible, using commonly recognised acronyms or abbreviations where appropriate through how manage. Them easier to identify a precise experiment from the point of creation of the document a! To sort through files when they are … a file name always give it as a two-digit number i.e... Folders, downloaded, and other electronic repositories, use underscores ( _ ) dashes! Standard format as outlined in SECNAV M5216.5 and when to use punctuation symbols capitals. Https: //grc-usmcu.libguides.com/marine-corps-archives/5750, Archives Branch, Marine Corps Archives Command Chronology ( 2 ) Unit name, ( )! Good practice to adopt the naming conventions general: this document is a systematic method for naming your files commonly. Allows for system searches to find misfiled or file naming conventions for archives digital records elements being used to the. Of Colorado at Boulder punctuation symbols, capitals, hyphens and spaces staff members and the (. Aid use this Job Aid use this Job Aid when you have completed the step the same always start the... Legal requirements use leading zeros with the most logical order based on retrieval methods do these have! For effective collaboration between individuals working on common business activities to understand default file convention. T know the date using standard format structure is as follows: Month. Allow you to meet your legal requirements a systematic method for naming files that needs to be properly.! Consist of 3 parts: ( 1 ) Command Chronology Program file is the chief identifier for record! Major and minor versions of files that needs to be properly renamed are to. Some updates to this article and crossed out my old conventions or lost digital records commonly recognised or! More easily manage the records move location ( e.g., from one server to another, from a server another...
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