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Standard document naming conventions are important to facilitate better searching, access and retrieval of files and documents. It also allows for sorting of files in a logical sequence either alphabetically or numerically.
Because files are arranged alphabetically or numerically it is important to name documents with the classifier that most users will think of first to access that particular document. Ideally document naming conventions should include at the minimum the following information:
- Type of Document (i.e. Agenda, Briefing, Form, Template, Minutes, Report, etc.)
- Title or Topic
- Date
- Version Number, if applicable
Avoid using words such as “general or miscellaneous” in file name conventions. Be sure to make naming conventions clear, complete and avoid abbreviations when possible. The document name should include all necessary descriptive information independent of the file name where it is stored or located. This is essential for users to search for documents by topics and or key words. At the end of specified document naming conventions users can add additional adjectives or words that further describe that document.
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Electronic Document Naming Conventions: General Guidance
Standard document naming conventions are important to facilitate better searching, access and retrieval of files and documents. It also allows for sorting of files in a logical sequence either alphabetically or numerically. Because files are arranged alphabetically or numerically it is important to name documents with the classifier that most users will think of first… Read More
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Digital Document Naming Conventions: Date Standards
It is highly recommended for all digital documents to include a date as an element in the document name as part of the naming convention. The dates can be standardized in the international date standard numerical format with underscores(_) between year_month_day, YYYY_MM_DD. This format allows ease of sorting and comparing files by date and prevents… Read More
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Renaming Multiple Files in the Shared Drive
Renaming files on Windows can be a simple task when dealing with a single file. However, the process becomes more complex when it comes to renaming multiple files at once. Fortunately, there are several methods available for batch renaming files on Windows, each with its own advantages and disadvantages. Renaming Files From Windows File Explorer… Read More
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Digital Document Naming Guidelines
Suggestions and Tips for Naming Digital Documents The following suggestions, criteria and information are elements that can be used for digital document names. It is suggested that each organization develop their own standards and guidelines for document naming conventions. Date StandardizationUse the U.S. standard (MM-DD-YYYY) or the international date format (YYYY-MM-DD) for consistency. Always include… Read More
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Digital Document Naming Conventions: Versioning
Use Version Numbers It is important to track various versions of documents when there have been significant and substantial changes in the context, format, or edit of a document. Usually version numbers are used to denote various versions of documents. A small “v” should be used with a sequential number following. For Example: Document Naming… Read More
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Electronic Document Naming Conventions Tips
Separators: An underscore (_) or dash (-) is recommended to use as the only separators for document naming conventions. This assists users to read naming conventions easily as well as clarifies separation of text for system search functions. Avoid using special charters in a document name such as: \ / : ; * ? “”… Read More