Always start with the year first and end with the day. Legal Framework 651-259-3000 • 1-800-657-3773, Box office: Order the elements in a file name in the most appropriate way to retrieve the record. File names will consist of 3 parts: (1) Command Chronology (2) Unit Name, (3) Date. When using a date in the file name always state the date using standard format as outlined in Special characters are often reserved for use by the operating system. Brookhaven National Laboratory (BNL) Web Communication Standards. A file name is the chief identifier for a record. Avoid using special characters such as: ? It’s important to look at the project as a whole, including the names of folders, media drives, project files, bins, sequences, exports, and archival material . Digital Projects Advisory Group, University Libraries at the University of Colorado at Boulder. Use underscores (_) and dashes (-) to represent spaces. When including a number in a file name always give it as a two-digit number, i.e. case number, project title 3. Often I didn’t know the date of the when the photo was taken. Choose a format for naming your files and use it consistently. Find the files you thought were lost for good with Recoverit Free: http://bit.ly/2zAdEBIHow should you name your files so you can find them easily? Because electronic records may be part of records series that include paper records, the file naming policy for electronic records should fit logically with your paper records naming. Google Docs records version changes as well. Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. Ensure that the staff and the public (as appropriate) can access your files. Establishing a file naming convention for employees is a key part of managing e-records throughout their lifecycle. Elements of a file naming convention. When creating a file name policy the following suggestions should be considered: As you develop your policy, you will also need to address the following: Persistence over time. If you continue with this browser, you may see unexpected results. File-naming conventions Standardizing filenames is one of the best ways to keep your notebook - and your research - organized. What information is most important to capture in the file name itself? Be consistent 4. SOP Naming Conventions Command Chronology. DON Correspondence Manual SECNAV M5216.5. MNHS openings and announcements. File naming conventions help you stay organized and makes it easier to identify your files. File versioning helps you keep track of the state of the current … Electronic records are usually organized in a series of folders. [Formerly ERM 11. Please note that in some instances the Subject and Document Type will be the same. File Naming Conventions. Create unique file names. It is important to establish your file naming convention before any records are saved to your electronic filing system. What limitations do these systems have for file naming. SOP Naming Conventions Command Chronology. For example, a map of a public park named Smith Park might have the following address: “http://www.parks.org/smith.html.”. Spaces are often reserved for operating system functions and might be misread. Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. When developing your file naming policy, you may wish to include some of the following common elements in the file name: Having a file name policy in place will assist with managing your electronic records. You will not be able to manage every electronic record’s file name, so you will need to rely on staff members and vendors to name files in compliance with your policy. For example, a letter published on a web site might be part of a records series that includes additional paper documents in a file folder. This maintains chronological order. For example, the file named “CommitteeAMinutes021401.doc” might be stored in a series of nested directories (its file path) for all committees as: “X:Committees/CommitteeA/Minutes/2001/February/CommitteeAMinutes021401.doc.”  An address describes the location of a file delivered on the Internet. Consider your current and future activities and records to help determine the components of a file naming policy that will work now and in the future. Include any unique identifiers, e.g. record every change to a file, no matter how small; keep track of changes to files; use file naming conventions; headers inside the file; log files Location/spatial coordinates 3. The file path shows the location of the file. Pay close attention to the freedom you give staff members (and outside vendors) in naming files. Order the elements in a file name in the most appropriate way to retrieve the record, with the most important element first Ease of administration. Ensure the purpose of the document is quickly and easily identifiable Standard is as follows: Day Month Year 1 January 2014. This will help ensure the long-term usefulness of your records and help you to meet legal requirements for accessibility (for public records) and accountability, as well as protect not-public records. The policy should be simple and straightforward. File names should be simple and easy to understand. By using good naming conventions you spare people the frustration of going on a scavenger hunt. They can include word processing documents, spreadsheets, databases, audio files, movies, and digital photographs. If dates of creation are used, these can make following retention schedules easier. Scalability. Standard file names allow users to find records efficiently. Punctuation – decide on conventions for if and when to use punctuation symbols, capitals, hyphens and spaces. Descriptive file names are useful for small, well-defined projects with existing identification schemes that link the digital object to the source material. File names will consist of 3 parts: (1) Command Chronology (2) Unit Name, (3) Date. This ensures that the correct records can be located, identified and retrieved from a filing system in a timely fashion, and that they are stored in … File naming guidelines Menu It is useful to establish a best practice for file naming as part of managing both paper and electronic records. File names can be either descriptive or non-descriptive. Website of the Marine Corps Archives Command Chronology Program. While there is room for a certain degree of adaptation by individuals, it is important that the office-wide folder structure and file naming conventions be agreed upon, Legally, public records must be accessible. In most organizations, the policy for naming a file (and hence a record) is left to individuals or to groups of individuals (e.g., departments, committees). A simple policy will help staff members logically and easily name records and help ensure that records are accessible (as determined by the MGDPA). Determine how the names of your electronic records relate to the names of paper files you have stored. In those instances, omit the redundant step. UVaBox has options to track both major and minor versions of files. File names will consist of 4 parts: (1) Unit Name, (2) Subject, (3) Document Type, and (4) Date. naming a record. St. Paul, MN 55102 1. ); Use hyphens (-) or underscores (_) to separate elements in a file name; Avoid very long file names; To maximize access to your records, we recommend establishing a naming convention for your files. File names should allow you to identify a precise experiment from the name. Naming conventions for electronic documents: • Document names must clearly identify the subject of the document. This document explores the general characteristics of records, how records are used and referenced, and the file-naming rules that should be applied to all electronic records. Legally, your records must be trustworthy, complete, accessible, legally admissible in court, and durable for as long as your approved records retention schedules require. If division is necessary, use underscores or dashes. It is easier to sort through files when they are … Consistently named records also help you to meet your legal requirements. Pay special attention to the questions posed by the legal framework, including the need for public accessibility, as appropriate. Use leading zeros with the numbers 0-9 to facilitate proper sorting and file management. Examples of Supporting Documents File Names, 6th Marine Regiment, Operation Enduring Freedom 13.1, After Action Report, 1 January 2014 - 30 June 2014, Company A, 1st Battalion, 7th Marines, Integrated Training Exercise (ITX), Letter of Instruction 16 June 2014, Marine Forces Reserve (MARFORRES), US Army Exercise Western Accord 14, Planning Brief 2014, Marine Aircraft Group 40 (MAG 40) Operation Enduring Freedom Situation Report 2012, Marine Corps Base Camp Lejeune Public Affairs Office The Globe Newspaper 21 November 2011, This is an official U.S. Marine Corps website | Library of the Marine Corps | 2040 Broadway Street | Quantico, Virginia 22134 | 703.784.4409 345 W. Kellogg Blvd. File and Folder Naming Why create a naming convention? Default File Naming Explained The inclusion of this designation may also make administration of your web site records easier. A consistent and descriptive convention will allow you to: Know the content of a file without opening it; Find and identify files even if they are no longer in their original folder; Is it extensible into the future? Funding provided by the State of Minnesota, the Legacy Amendment through the vote of Minnesotans on Nov. 4, 2008, and our generous donors and members. Bibliographic Center for Research’s (BCR). 1. / $ % & ^ # . Include the version number in the file name by using ‘v’ or ‘V’ and the version number at the end of the document. Project or experiment name or acronym 2. 03/07/2014 – After writing this article in 2012, I have slightly modified my naming convention for the following reasons. 2. As a general policy, do not use periods or spaces in file names. Effective file naming is the cornerstone for building a successful paperless office. A naming convention will help keep records orderly and accessible in contrast bad/inconsistent file naming can lead to which to accidental overwriting and misplaced files. In order to ensure uniformity and clarity among Command Chronologies, use the following guidance when creating file names for Command Chronologies and Supporting Documents. To help underscore the importance of digital file naming, it is interesting to note that managers spend an average of four weeks each year searching for or waiting on misfiled, mislabeled, untracked, or lost records. Naming conventions are rules which enable the titling of electronic and physical folders, documents and records in a consistent and logical way. Marine Corps Social Media / Privacy / Accessibility / FOIA / No Fear Act / Marines.mil / MCB Quantico / USA.gov, Marine Corps Social Media / Privacy / Accessibility / FOIA / No Fear Act / Marines.mil / MCB Quantico / USA.gov. Make sure documents can be identified on their own - not dependent on the folder they are saved in Order the pieces of information or elements being used to create the file name in the most logical order based on retrieval methods. Standardized naming conventions improve the speed of retrieval. The inclusion of this parameter in your policy will help you meet your legal requirements to capture records as set forth by the Official Records Act. Probably the best file naming convention ever With the increasing use of systems such as SharePoint that encourage collaborative working, it is important that folders, 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. Keep file names short but meaningful 2. Consider how scalable your file naming policy needs to be. It looks like you're using Internet Explorer 11 or older. 651-259-3015 • 844-667-8679. A file naming convention is a framework for naming your files in a way that describes what they contain and how they relate to other files. How will staff members and the public access and open files in the short-term and long-term? https://grc-usmcu.libguides.com/marine-corps-archives/5750, Archives Branch: Command Chronology Program, Archives Branch, Marine Corps History Division. N:\Collections\01_Archives\boxlabels_arch_example.doc. By providing guidelines and training, you can maximize policy compliance in a way that meets your operational and legal requirements. Experiment from the point of creation of the file name may be useful for this purpose standardized helps! Were getting series of folders policy needs to be their lifecycle when using a,. When you are assigned to establish naming conventions from the name identified on their own - not on... A format for naming files with this browser, you may see unexpected results your. 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