As you think through how to manage this step, keep the following issues in mind. Date or date ran… By using good naming conventions you spare people the frustration of going on a scavenger hunt. 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. or ! 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. File Naming Conventions. 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. https://grc-usmcu.libguides.com/marine-corps-archives/5750, Archives Branch: Command Chronology Program, Archives Branch, Marine Corps History Division. 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. 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 It is important to establish your file naming convention before any records are saved to your electronic filing system. Are there limitations on the length of the file name? Records will be moved from their original location. To maximize access to your records, we recommend establishing a naming convention for your files. 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. What limitations do these systems have for file naming. Digital Projects Advisory Group, University Libraries at the University of Colorado at Boulder. The purpose of file naming conventions. The following rules should be followed: Keep file names short, but comprehensible, using commonly recognised acronyms or abbreviations where appropriate. Electronic Records Management Guidelines, March 2012, Version 5. Dates should follow the ISO 8601 standard of YYYY_MM_DD or YYYYMMDD. Variations include YYYY, YYYY-MM, YYYY-YYYY. Determine how the names of your electronic records relate to the names of paper files you have stored. The inclusion of this designation may also make administration of your web site records easier. 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. Relationship to and connection with paper records, Minnesota People Records Search (Birth, Death, etc. 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. Relationship to and connection with paper records. 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. Effective file naming is the cornerstone for building a successful paperless office. Files are frequently copied to other folders, downloaded, and emailed. The following file -naming convention incorporates best practices in electronic records management and information technology. File versioning helps you keep track of the state of the current … A file naming convention is a systematic method for naming files that will make them easier to retrieve later. Keep file names short but meaningful 2. When including a number in a file name always give it as a two-digit number, i.e. Determining file naming boundaries. Keep the file name as short as possible and always include the three character file extension preceded with a period (Ex: .jpg or .doc). Legal Framework [Formerly ERM 11. Establishing naming conventions within your office will help you: Establishing a file naming convention for employees is a key part of managing e-records throughout their lifecycle. Standardized naming conventions improve the speed of retrieval. naming a record.  It is recommended that the file name and path is included in the footer of a document. File naming guidelines Menu It is useful to establish a best practice for file naming as part of managing both paper and electronic records. 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. 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. Brookhaven National Laboratory (BNL) Web Communication Standards. In those instances, omit the redundant step. Legally, public records must be accessible. Electronic Records Naming Conventions General: This document is a companion document to Electronic Records Management Guidelines (GUI-0002). Ensure the purpose of the document is quickly and easily identifiable 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. Order the elements in a file name in the most appropriate way to retrieve the record, with the most important element first Pay close attention to the freedom you give staff members (and outside vendors) in naming files. Including an indicator of official record status in a file name may be useful for this purpose. 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. This maintains chronological order. N:\Collections\01_Archives\boxlabels_arch_example.doc. Do we have a file naming policy? They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. What information is most important to capture in the file name itself? 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. By ensuring that the electronic records’ and the paper records’ file names mesh, you can more easily manage the records series. If dates of creation are used, these can make following retention schedules easier. Naming conventions for electronic documents: • Document names must clearly identify the subject of the document. Include any unique identifiers, e.g. Website of the Marine Corps Archives Command Chronology Program. Naming digital files consistently allows for system searches to find misfiled or lost digital records. The following file naming convention incorporates best practices in electronic records management and information technology. Indicate version number where appropriate 5. 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 … 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. File names will consist of 3 parts: (1) Command Chronology (2) Unit Name, (3) Date. 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. File names should be simple and easy to understand. 651-259-3000 • 1-800-657-3773, Box office: All titles should be meaningful and relevant. SOP Naming Conventions Command Chronology. 651-259-3015 • 844-667-8679. 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. Could these changes affect the file naming strategy? File names will consist of 4 parts: (1) Unit Name, (2) Subject, (3) Document Type, and (4) Date. Include the version number in the file name by using ‘v’ or ‘V’ and the version number at the end of the document.  It is good practice to adopt the naming conventions from the point of creation of the document. 345 W. Kellogg Blvd. 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. 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; How will staff members and the public access and open files in the short-term and long-term? Project or experiment name or acronym 2. File names should outlast the records creator who originally named the file. 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. Manuscript Collections 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? Is it extensible into the future? Avoid using non-alphanumeric characters in file names. Check off each step when you have completed the step. SOP Naming Conventions Command Chronology. The policy should be simple and straightforward. Establish naming conventions for electronic records. A simple policy will be more consistently used, resulting in records that are consistently named, and thus easier to organize and access. 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. More details. Will the records move location (e.g., from one server to another, from a server to long-term storage)? Use underscores (_) and dashes (-) to represent spaces. 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. Bibliographic Center for Research’s (BCR). 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 ? In order to ensure uniformity and clarity among Command Chronologies, use the following guidance when creating file names for Command Chronologies and Supporting Documents. File names can be either descriptive or non-descriptive. 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. A file name is the chief identifier for a record. Punctuation – decide on conventions for if and when to use punctuation symbols, capitals, hyphens and spaces. Order the pieces of information or elements being used to create the file name in the most logical order based on retrieval methods. Consistently named records also help you to meet your legal requirements. 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. 1. follows: Day Month Year 1 January 2014. It is important to ensure that the file name, independent of the folder where the original file lives, is sufficiently descriptive. It is also essential for effective collaboration between individuals working on common business activities. 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. 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, 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. When using a date, state the date using standard as outlined in SECNAV M5216.5. Using standardized filenames helps ensure that like materials (protocols, experimental data, analyzed data) can be easily identified and grouped. Pay special attention to the questions posed by the legal framework, including the need for public accessibility, as appropriate. Standard file names allow users to find records efficiently. 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. Please note that in some instances the Subject and Document Type will be the same. case number, project title 3. Does it make sense to all user groups? It looks like you're using Internet Explorer 11 or older. Determining the official copy. St. Paul, MN 55102 Use only alpha-numeric characters. 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. ); Use hyphens (-) or underscores (_) to separate elements in a file name; Avoid very long file names; Universal retrieval. For example, a map of a public park named Smith Park might have the following address: “http://www.parks.org/smith.html.”. 03/07/2014 – After writing this article in 2012, I have slightly modified my naming convention for the following reasons. Naming records. 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 . A simple policy will help staff members logically and easily name records and help ensure that records are accessible (as determined by the MGDPA). As a general policy, do not use periods or spaces in file names. Naming conventions are rules which enable the titling of electronic and physical folders, documents and records in a consistent and logical way. 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. 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. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. Scalability. 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. Consider how scalable your file naming policy needs to be. 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. DO: Use a file versioning if needed. Avoid using special characters such as: ? File-naming conventions Standardizing filenames is one of the best ways to keep your notebook - and your research - organized. Spaces are often reserved for operating system functions and might be misread. Order the elements in a file name in the most appropriate way to retrieve the record. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. Legally, your records must be trustworthy, complete, accessible, legally admissible in court, and durable for as long as your approved records retention schedules require. Determine which file is the “official” copy. Special characters are often reserved for use by the operating system. Does it cover various type of documents in various environments? Researcher name/initials 4. Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. Standard format structure is as Descriptive file names are useful for small, well-defined projects with existing identification schemes that link the digital object to the source material. 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.”)? How will people be accessing the files? The file path shows the location of the 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. 01-99, unless it is a year or another number with more than two digits. MNHS openings and announcements. 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. 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. Use leading zeros with the numbers 0-9 to facilitate proper sorting and file management. Determining what metadata to collect. Elements of a file naming convention. If you continue with this browser, you may see unexpected results. It is easier to sort through files when they are … Ensure that the staff and the public (as appropriate) can access your files. 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. 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. UVaBox has options to track both major and minor versions of files. Often I didn’t know the date of the when the photo was taken. Access and ease of use. Always start with the year first and end with the day. File naming conventions help you stay organized and makes it easier to identify your files. / $ % & ^ # . Consistently named records foster collaboration based on mutual understanding of how to name files and use file names (including the file name metadata). 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. If division is necessary, use underscores or dashes. 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. If using a date, use the format Year-Month-Day (four digit year, two digit month, two digit day): YYYY … File names should allow you to identify a precise experiment from the name. A file name is the chief identifier for a record. Choose a format for naming your files and use it consistently. Duplicate file names will cause problems. Ease of administration. Electronic records are usually organized in a series of folders. When using a date in the file name always state the date using standard format as outlined in Naming conventions for electronic documents: • Document names must clearly identify the subject of the document. For example: Create Naming Convention for records maintained on a shared drive folder structure.] However, inconsistent application of terms or typos will … Standard is as follows: Day Month Year 1 January 2014. You will need to decide what metadata to collect and include in file names. North Carolina Department of Cultural Resources. Create unique file names. By the software, computer system, or storage device? 2. 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). File and Folder Naming Why create a naming convention? Provide guidelines and training on file naming. 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 I’ve made some updates to this article and crossed out my old conventions. Be consistent 4. Make sure documents can be identified on their own - not dependent on the folder they are saved in ), 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]). Records that are consistently and logically named are easier to manage to meet these requirements. Google Docs records version changes as well. (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). Location/spatial coordinates 3. 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. In order to ensure uniformity and clarity among Command Chronologies, use the following guidance when creating file names for Command Chronologies and Supporting Documents. Default File Naming Explained 1. File Naming Conventions. I didn’t like how long the file names were getting. Instructions for Using This Job Aid Use this job aid when you are assigned to establish naming conventions for electronic records. 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 By providing guidelines and training, you can maximize policy compliance in a way that meets your operational and legal requirements. DON Correspondence Manual SECNAV M5216.5. File names will consist of 3 parts: (1) Command Chronology (2) Unit Name, (3) Date. Most important to capture in the most important to ensure that like materials (,. For public accessibility, as appropriate ) can access your files and it... 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