CART
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: \ / : ; * ? “” < > [] & $. These characters may present errors in various systems that do not recognize them in document names.
Length of Document Name: Document file path and name on a Shared Drive cannot exceed 255 characters (this includes the file path of a document name and includes all characters including slashes, dashes, periods, underscores and spaces). It is important to be mindful when naming documents in a file folder that is a level six (6) or greater to keep it concise.
Use of Acronyms: In order to maximize search functionality spell out words and refrain from acronyms to the extent necessary to ensure clarity. Use only abbreviations and acronyms that are considered ‘global’ in use within the organization and identified on the organizations acronyms list.
Document Naming Conventions Tips
- Include Title or Topic
- Type of Document (i.e. Agenda, Briefing, Form, Template, Minutes, Report, etc.)
- Target Audience (If applicable)
- Version Number, if applicable (v01)
- Date (MM.DD.YYYY)
- Author, Originator or Reviewer initials, if applicable
To learn more how to organize computer documents, download the free report How to Organize Your Computer Documents.