Utilizing a Forensic Electronic Document Management System (FEDMS) to organize HR files is an excellent HR management software solution. File and Folder Naming Why create a naming convention? For example, a letter published on a web site might be part of a records series that includes additional paper documents in a file … When physical filing was the standard, the court never would have seen the name of a digital document. h�bbd```b``���@$S=�d["Y@$�2�����@�q���������Q�������� �] % is usually indicated in the file names. Rev. 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. Consistency is key! Rule 61.09 of the Rules of Civil Procedurerequires parties to file electronic versions of their factums and transcripts on appeals. Organizing your workspace consistently will help ensure electronic records remain accessible, authentic, and complete from their creation to disposition. See Classification: How to Organize Your Records, for more information on record classification [this section is under development]. The files are structured as follows: cN֬�4��u@���%Bm)�յ���;�2��v�� eFiling and file naming. The names you assign to your electronic documents constitute the foundation for the proper management of your documents. Researcher name/initials 4. 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. Contact the Records Manager for assistance. File naming conventions help you stay organized and makes it easier to identify your files. Descriptive file names are an important part of organizing, sharing, and keeping track of data files. 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. �w8�qI�st:������ ���w�*�f&�i.잱eꆊK���. 'File names' are the names that are listed in the file directory and that users give to new files when they … Develop a naming convention based on elements that are important to the project. DSCC, DSCP, and DSCR refer to the Defense Supply Centers at Columbus, Philadelphia and Richmond, respectively. Give electronic files logical, specific names and include dates in file names if possible. Some examples would be Structural Calculations, Geotechnical Reports, Kitchen Equipment Cut Sheets, COMchecks, Roofing 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. This document explores the general characteristics of records, how records are used and referenced, and the file-naming Establishing naming conventions within your office will help you: Check out our Naming Conventions tip sheet for examples and best practices. Use a simple file name beginning with the name, date, and event. Include any unique identifiers, e.g. The following file naming convention incorporates best practices in electronic records management and information technology. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. Consistency is key! Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. Following these simple rules will help you to name your work and find it when you need it. As a general policy, do not use periods or spaces in file names. If division is necessary, use underscores or dashes. )l�����q���ۀ�g��J��[��&Nd�j��`(���h`� �(�b/�h��KT�� b!�� ЅK�5�6�}4И��',�h�R>��%�� ����� �Q``����= �X�(i���@���� ��X�&@�1� ��K� Now that eFiling is entering more and more courts, file naming … Put the date at the beginning of the name to keep the files in a hierarchical order. Date or date ran… 0 A good file naming system for photos is essential. Developing an FNC is done through identifying the key elements of the project, the important differences and commonalities between your files. 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. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. 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. They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. 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 Here’s my easy 4-step file naming system: 1. This naming convention will assist with ease of location and consistency in storage of your documents in Council’s electronic document management system. Document files . 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). Document your naming convention decisions, train staff, and conduct regular reviews to ensure compliance. 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. 1. 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. Name electronic folders for “find‐ability.” A record that can’t be found and easily identified is a useless file. 396 0 obj <> endobj Folder Naming Conventions Folder naming conventions provide all information within the system with a coherent context and logical frame of reference. 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. Default File Naming Explained Why use naming conventions? A consistent naming convention helps: This tip sheet provides examples of naming conventions; each unit may determine its own file naming procedure as long as it is applied consistently. This document is intended to provide a common set of rules to apply to the naming of electronic records. A need for consistent naming practices for electronic content items, specifically documents in directories, has been identified. h��Zmo�6�+��~H�WQ File Naming Conventions. Manuscript Collections. Ensure the purpose of the document is quickly and easily identifiable 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. 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. ŕ�w��)y��q�y�R�;eBk�g"V� If division is necessary, use underscores or dashes. File naming best practices: Files should be named consistently; File names should be short but descriptive (<25 characters) (Briney) & �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�������\. Project or experiment name or acronym 2. The conventions are primarily intended for use with Windows based software and documents such as word-processed documents, spreadsheets, presentations, emails and project plans. File names should allow you to identify a precise experiment from the name. 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. 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. File naming best practices: Files should be named consistently; File names should be short but descriptive (<25 characters) (Briney) Establishing naming conventions within your office will help you: The following file -naming convention incorporates best practices in electronic records management and information technology. endstream endobj startxref Use a dash or underscore instead of a space, and begin dates with the year. 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? Develop a naming convention based on elements that are important to the project. To review examples of these tools or to request assistance in drafting documentation, please contact the Records Manager. fο� ���� When physical filing was the standard, the court never would have seen the name of a digital document. File Naming Conventions. This guideline helps in naming electronic documents and folders consistently, logically and in a predictable way distinguishes them from one another at a … Included in the process of setting up the file structure and file naming conventions is addressing the question of limiting access. Descriptive file names are an important part of organizing, sharing, and keeping track of data files. 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. and easy to use file-naming standard to be implemented in any office. Each file name should contain the same basic elements, separated by underscore (_) and structured as follows: 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. 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. The file name serves one purpose: to identify the file and keep all files organized. Effective file naming is the cornerstone for building a successful paperless office. Need help developing or documenting naming conventions for your office? The following file -naming convention incorporates best practices in electronic records management and information technology. 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. A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. Click on the ‘Insert’ drop-down menu and select ‘Insert as Hyperlink’. Now that eFiling is entering more and more courts, file naming … Establishing office conventions for electronic file/folder naming will also prevent files from being misfiled and lost. 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. The following file-naming convention incorporates best practices in electronic records management and information technology. 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