Document file naming conventions

With the increasing use of systems such as Dazychain that encourage collaborative working, it is important that folders, projects, matters, 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.

The naming convention below is based on the work of Anne Thompson of the University of Edinburgh and Adam Pole, Director of Research at SIA.

1. Use capital letters to delimit words, not spaces.

File name example:
Correct: RiskManagement
Incorrect: Risk_management
Incorrect: Risk management

File name example:
Correct: RPODirectory
Incorrect: RPO_Directory
Incorrect: Recruitment Process Outsourcing Directory

Underscores and spaces may make it harder to find a file. Removing them reduces the length of the file name, but by using capital letters to differentiate between the words the file name is still readily recognisable. Where capitalised acronyms are used in file names, the acronym should appear in capitals and the first letter of the following word should also be capitalised.

2. Keep file names short, but meaningful.

File name example:
Correct: 2015GlobalMarketShare
Incorrect: The_2015_Staffing_and_Talent_Engagement_Global_market_ share_report

Long file names mean long file paths and long URLs which increase the likelihood of error, are more difficult to remember and recognise. Some words add length to a file name but do not contribute towards the meaning, for example, words like “the”, “a”, and “and”. Where the remaining file name is still meaningful within the context of the file directory these elements can be removed.

3. If using a date in the file name always state the date ‘back to front’ and in this format: YY or YYMM or YYMMDD

File name example:
Correct: 150201Agenda
Incorrect: 1Feb2015Agenda

File name example:
Correct: 1502Agenda
Incorrect: Feb2015Agenda

File name example:
Correct: 15Agenda
Incorrect: 2015Agenda

Giving the dates back to front means that the chronological order of the records is maintained when the file names are listed in the file directory. This helps when trying to retrieve the latest dated record.

4. Order the elements in a file name in the most appropriate way to retrieve the record. 

File name example:
Correct: /…/Cttee/140630Agenda
Incorrect: /…/Cttee/Agenda30March2014

File name example:
Correct: /…/Events/Webinar140630
Incorrect: /Events/30062014Webinar

The elements to be included in a file name should be ordered according to the way in which the record will be retrieved during the course of everyday business. For example, if the records are retrieved according to their date, the date element should appear first. If the records are retrieved according to their description, the description element should appear first.

5. When including a number in a file name always give it as a two-digit number rather than one. 

File name example:
Correct:
OfficeProceduresV01
OfficeProceduresV02
OfficeProceduresV03
OfficeProceduresV04
OfficeProceduresV05
OfficeProceduresV06
OfficeProceduresV07
OfficeProceduresV08
OfficeProceduresV09
OfficeProceduresV10
Incorrect:
OfficeProceduresV1
OfficeProceduresV10
OfficeProceduresV2
OfficeProceduresV3
OfficeProceduresV4
OfficeProceduresV5
OfficeProceduresV6
OfficeProceduresV7
OfficeProceduresV8
OfficeProceduresV9

(Ordered alphanumerically as the files would be in the directory list)

6. Where a version number is applicable, it should always appear in the file name of the record so that the most recent version can be easily identified and retrieved.

To maintain the numeric order when file names include numbers it is important to include the zero for numbers 0-9. This helps to retrieve the latest record number. i.e. 01, 02 … 99, unless it is a year or another number with more than two digits.

File name example:
Correct: 14RPOInsightV3draft 
Incorrect: RPO_Insight_2 March_2014

File name example:
Correct: 14RPOInsightFinal 
Incorrect: RPO_ Insight _15_March_2014

File name example:
Correct: OrgHier14V03.xls
Incorrect: Org_Hier_2014_v3.xls

Some records go through a number of versions, which may then be reviewed and updated at a later date. It is important to be able to differentiate between these various drafts and the final version by giving them each their own number and designation. 

7. Use meaningful folder names

File name example:
Correct: Europe/Hungary/
Incorrect: Noel/

File name example:
Correct: Companies/Adecco/Accounts
Incorrect: Misc/

Folder names should indicate the folder’s contents and reflect the functions, activities and transactions that you carry out. Avoid using team names as the basis for folder names as your organisational structure may change; and, vauge names like Misc.

DON'T

1. Even if your operating system allows you, don't save files containing these characters:   * : \ / < > | " ? [ ] ; = + & £ $ . You may encounter difficulties searching for or opening them so they are best avoided.
2. Don't use initials, abbreviations and codes that are not commonly understood.
3. Avoid using common words such as ‘draft’ or ‘letter’ at the start of file names, unless doing so will make it easier to retrieve the record. 
4. Avoid unnecessary repetition and redundancy in file names and file paths.
5. To read more about Records management I suggest you have a look at the University of Edinburgh pages.

Lastly, you can use these file naming applications if you need to rename many files:

• Bulk Rename Utility (Windows)
• Renamer (Mac)
• PSRenamer

Anne Thompson, University of Edinburgh

Adam Pole, Director of Research SIA