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Records Management Tip Sheet 2 - File/Folder Naming Conventions

Purpose  

  • Provide standards for naming folders and files within directory structures
  • Provide tips to identify and organize files so that they can be retrieved
  • Provide examples of what to do and what not to do

Benefits

  • Files can be retrieved by users other than the creators or owners
  • Structure and files are easy to browse and navigate
  • Content is easier to find using Windows or other search tools
  • Security is easier to administer if file are organized and structured in a meaningful way
    • Security Matrix – this defines who has access to what directories/folders/files
    • Access Permission types:
      • List - You can see that there is a folder
      • Read - You can read the content of a folder, but you cannot modify its content
      • Modify - You can read and modify the content of a folder

 Key Messages

  • Keep file names short and relevant
  • Use the Filename to describe the contents of the file without the user having to open it
  • Name files from general to specific as you navigate down the directory structure (i.e. from left to right)
  • Use YYYY-MM-DD or YYYYMMDD format for dates to maintain chronological order
  • Include a leading 0 for numbers 0-9 to maintain chronological order
  • Name / organize files in the way that they will be retrieved
  • The order of elements such as date, topic, document type, or other grouping should be consistent with your structure
  • Avoid terms describing format or version at the beginning of the file name (they should be added at the end if needed)
  • Indicate version as v01, v02 at the end of the file name.  The file with the highest number is the latest version.
  • File all files in folders; avoid “orphan” files.
  • Avoid saving documents to multiple directories, use shortcuts to point to one location
  • Avoid using non-alphanumeric characters in filenames

Example

Document Type (Letter/Memo/Email/Affidavit), Matter (Matter Name), Version (v01), Date (year,month,day)

 

Explanations

  • Keep file names short and relevant
    • Do not include the, a, and or other words that do not contribute to the meaning of the file name
    • Do not use abbreviations or codes that are not widely used and understood, including initials
    • Use common terminology
  • Filenames should describe the contents of the file without the user having to open it
  • Name files from general to specific as you navigate down the directory structure (i.e. from left to right)
  • Use YYYY-MM-DD or YYYYMMDD format for dates to maintain chronological order 
    • Only year => 2012 (YYYY)
    • Month and Year  => 2011_10 (YYYYMM)
    • Day, Month and Year => 2012_01_31 (YYYYMMDD)
    • Year and Year => 2011-2012 (YYYY-YYYY)
    • NOTE: It is up to your team to determine if dates will use _ (underscore) or not, whichever you choose – be consistent.  If you will be posting content to the web, there shouldn’t be spaces (these usually get changed into %20)
  • Include a leading 0 for numbers 0-9 to maintain chronological order
    • Leading zeros ensure that files will be sorted in numerical order correctly (e.g. 01-99)
  • Name / organize files in the way that they will be retrieved.
    • The order of elements such as date, topic, document type, or other grouping should be consistent within your structure
  • Avoid terms describing format or version at the beginning of the file name (they should be added at the end if needed)
  • Indicate version as v01, v02 at the end of the file name.  The file with the highest number is the latest version
    • Maintain the same filename throughout the versioning process so that earlier versions can be deleted later
    • Often it is difficult to determine what the latest version is, if the filename keeps changing
    • If you want to preserve versions for a time, create a subdirectory called “oldversions” then review and delete after some time has elapsed and they are no longer needed
  • All files should be filed in folders; there shouldn’t be any “orphan” files
  • Avoid saving documents to multiple directories, use shortcuts to point to one location
  • Avoid using non-alphanumeric characters in filenames
    • Do not use: ! : = + & $ ? [ ] ( )  % # in filenames

Additional Tips

Copying/Moving Folders

  • When moving files or folders:
    • Use Copy (CTRL+C) and Paste  or Cut (CTRL+X) and Paste
    • Avoid using Drag and Drop (*It’s easier to make a mistake*)

Searching for Files using Windows Explorer

  • On the upper right part of Windows Explorer there is a search box that can be used to search for files within a directory or folder.
  • To Search:
    • Navigate to the directory or folder you want to search and open it (the search will only search within the selected folder)
    • Type in a word or part of a word, use *to broaden the range of the search if you are not sure what you are looking for (e.g. *.doc)
    • As the search engine works, results will be display with the search term highlighted
    • View and select from the results.

Cleaning Up Old Files

  • Review your drives periodically – Annually
  • Delete Transitory information – particularly contents of “oldversions” or drafts
  • Review directories against the Records Retention Schedule
  • Note Records up for destruction, copy the directory path to the Records Destruction Form
  • Follow the procedures on the Records Destruction Form
  • Delete the Files as authorized.