Electronic Document Naming Conventions Tips

Document naming conventions are important to facilitate better searching, access and retrieval of electronic files and documents whether on a personal computer or shared drive network. The following are items to be mindful of when creating document naming conventions:

  • 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.

To learn more how to organize computer documents, download the free report How to Organize Your Computer Documents.

Organizing Cloud Based Files- Otixo File Manager

OtixoAs if organizing electronic files on your local drive hasn’t been hard enough, we now have electronic files in cloud-based services such as DropBox, Picasa, Google Drive, FTP servers, SugarSync, and a host of others. There is a great app, Otixo, that is a cloud-based file manager that helps to solve at least part of the problem. Otixo is essentially an app that allows you to view and access your data across multiple platforms. Otixo is not a hosting service all the data still resides on the original app, it merely provides a dashboard to manage all your cloud based files in one screen view. It uses an OAuth to connect to your accounts, so it doesn’t see nor collect usernames and passwords. The platform also allows users to click and drag files from one cloud-based platform to another. You can also preview, delete, rename, organize and search across multiple platforms all within Otixo.

Another great feature is Otixo Spacestheir ‘spaces’ which is a collaboration tool. Let’s say you are working with vendors or contractors on some projects. They of course have an on-line platform they use, DropBox, and your company prefers Google Drive. Until now, usually one entity has to compromise to use another’s platform. With Otixo, you don’t have too. Otixo allows a collaboration space to be created that will connect multiple accounts and platforms. The user who sets up the space can provide permissions to users. Otixo also tracks all activity and provides an easy log to see who has accessed, changed, and updated files to a space. You can add notes and comments to documents that are separated from the document but easily seen in Otixo.

This is an excellent and well-designed app to help manage cloud-based files and applications. And a great deal at $47.90 per year or 4.99 per month.

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 to access that particular document. Ideally document naming conventions should include at the minimum the following information:

• Title or Topic

• Type of Document (i.e. Agenda, Briefing, Form, Template, Minutes, Report, etc.)

• 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.

To learn more how to organize computer documents, download the free report How to Organize Your Computer Documents.

Application Recommendations to Manage Contacts and Business Cards

A given individual today might have four or more phone numbers; two to three email addresses; as well as separate mailing addresses for home, work, and one or more satellite offices. It can be difficult to track all this data on a business card or in a paper format. It is recommended to have an electronic system or application to manage contacts and relationships. 

 Electronic systems offer a number of benefits over collecting and filing business cards. Often when we receive business cards, they end up scattered in a desk drawer or consolidated into a big stack. When we need that data, it is difficult to access or use. Relationships are a powerful tool in today’s business world. Utilizing your contacts as resources and potential sales maximizes your business potential. After you enter business and contact information into an application, you have the power to market and utilize these contacts fully through mailings and email.

 

Here are some contact management application and app recommendations:

 Productivity Applications

  • Microsoft Outlook: Most workers already have Microsoft Outlook installed on their systems. The folder ‘Contacts’ is where contact information can be entered to sync with most mobile devises.
  • ACT! : One of the market leaders for small and medium sized businesses, this productivity tool, was designed around contact records that manages calendar and tasks lists as well.
  • Mac Address Book: Mac has their own internal contact management application that syncs seamlessly with all other apple products.
  • Gmail Contacts: Google’s application to manage contact and business cards. The beauty with Google is that it syncs with almost all mobile devises and is cloud-based accessible. Easy to use but not a lot of contact management functionality.

Outlook 3rd Party Tools

  • Copy2Contact: This is a third party Microsoft Outlook plug that converts signatures into new contacts automatically.
  • Duplicate Contacts Eliminator: Scans Outlook Contacts and eliminates and/or merges duplicate records.

 Card Scanning

  • CamCard: This mobile devise application takes a picture of a business card and then translates into text and exports into Excel, Outlook or the primary address book on the mobile device.
  • CardScan: The leading card scanning equipment and software in the market. The system scans in business cards and then exports them into a wide variety of productivity and contact management systems. Great, system for those individuals who have lots of business cards that need to get entered electronically.

 Contact Sync

·         Plaxo: A web-based contact management tool that has been in the market place for awhile and now interacts with other platforms such as Outlook, Apple and Gmail. It will email your contacts for updated contact information usually annually or per request.

·         Companion Link: This application syncs contacts, calendar, tasks, notes from application to application and mobile devise to mobile devise.

A given individual today might have four or more phone numbers; two to three email addresses; as well as separate mailing addresses for home, work, and one or more satellite offices. It can be difficult to track all this data on a business card or in a paper format. It is recommended to have an electronic system or application to manage contacts and relationships.

 

Electronic systems offer a number of benefits over collecting and filing business cards. Often when we receive business cards, they end up scattered in a desk drawer or consolidated into a big stack. When we need that data, it is difficult to access or use. Relationships are a powerful tool in today’s business world. Utilizing your contacts as resources and potential sales maximizes your business potential. After you enter business and contact information into an application, you have the power to market and utilize these contacts fully through mailings and email.

 

Here are some contact management application and app recommendations:

Productivity Applications

 

  • Microsoft Outlook: Most workers already have Microsoft Outlook installed on their systems. The folder ‘Contacts’ is where contact information can be entered to sync with most mobile devises.

 

  • ACT! : One of the market leaders for small and medium sized businesses, this productivity tool, was designed around contact records that manages calendar and tasks lists as well.

 

  • Mac Address Book: Mac has their own internal contact management application that syncs seamlessly with all other apple products.

·         Gmail Contacts: Google’s application to manage contact and business cards. The beauty with Google is that it syncs with almost all mobile devises and is cloud-based accessible. Easy to use but not a lot of contact management functionality.

Outlook 3rd Party Tools

  • Copy2Contact: This is a third party Microsoft Outlook plug that converts signatures into new contacts automatically.

 

 

Card Scanning

  • CamCard: This mobile devise application takes a picture of a business card and then translates into text and exports into Excel, Outlook or the primary address book on the mobile device.

 

  • CardScan: The leading card scanning equipment and software in the market. The system scans in business cards and then exports them into a wide variety of productivity and contact management systems. Great, system for those individuals who have lots of business cards that need to get entered electronically.