file naming conventions for archives

To maximize access to your records, we recommend establishing a naming convention for your files. It is also essential for effective collaboration between individuals working on common business activities. However, inconsistent application of terms or typos will … 651-259-3015 • 844-667-8679. The policy should work with your computer infrastructure, so that you can monitor policy compliance, manage records and records series, gather metadata, and perform other administrative tasks easily and in compliance with all legal requirements. Ensure the purpose of the document is quickly and easily identifiable Ease of administration. You will need to decide what metadata to collect and include in file names. As part of your web content management (see the Web Content Management chapter of these guidelines), you should include in your policy which web site files are official records, and which version of the electronic file is the official record. Establish naming conventions for electronic records. This maintains chronological order. ), Becoming Minnesotan: Recent Immigrants and Refugees, Stories of Minnesota's Greatest Generation, Stories of LGBTQ Communities in Minnesota, Teaching Native American History and Culture, Minnesota Center for Social Studies Education (CSSE), Preserving and Disposing of Government Records, Differences Among File Names, File Paths, and Addresses, Naming Conventions for Electronic Records, BCR’s CDP [Collaborative Digitization Program] Digital Imaging Best Practices Version 2.0, File Naming Conventions and Directory Structure, File Naming Conventions for Digital Collections, Center for Archival Resources On Legislatures (CAROL), Version number (e.g., version 1 [v1, vers1]), Date of creation (e.g., February 24, 2001 [022401, 02_24_01]), Name of creator (e.g., Rupert B. Smith [RBSmith, RBS]), Description of content (e.g., media kit [medkit, mk]), Name of intended audience (e.g., general public [pub]), Name of group associated with the record (e.g., Committee ABC [CommABC]), Release date (e.g., released on June 11, 2001 at 8:00 a.m. central time [61101_0800CT]), Publication date (e.g., published on December 24, 2003 [pub122403]), Project number (e.g., project number 739 [PN739]), Department number (e.g., Department 140 [Dept140]). 1. Please note that in some instances the Subject and Document Type will be the same. If you continue with this browser, you may see unexpected results. Could these changes affect the file naming strategy? If using a date, use the format Year-Month-Day (four digit year, two digit month, two digit day): YYYY … Electronic documents are the files stored on shared drives, SharePoint, and other electronic repositories. 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. 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. By the software, computer system, or storage device? Records will be moved from their original location. For example, a staff member could see that “HF0035broch96/97P.pdf” is a brochure about a House bill (HF0035) in the 1996/1997 session that is available to the public. Default File Naming Explained Variations include YYYY, YYYY-MM, YYYY-YYYY. The file path shows the location of the file. 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. 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 File naming guidelines Menu It is useful to establish a best practice for file naming as part of managing both paper and electronic records. In the world of electronic records, the record’s file name provides metadata that places the record in context with other records, records series, and records retention schedules.  It is recommended that the file name and path is included in the footer of a document. Use leading zeros with the numbers 0-9 to facilitate proper sorting and file management. The policy should be simple and straightforward. 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. Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. Order the elements in a file name in the most appropriate way to retrieve the record. For example, if you want to include the project number, don’t limit your project numbers to two digits, or you can only have ninety-nine projects. Bibliographic Center for Research’s (BCR). For more information on the legal framework you must consider when developing a file naming policy, refer to the Legal Framework chapter of these guidelines and the Minnesota State Archives’ Preserving and Disposing of Government Records. Determining what metadata to collect. Naming digital files consistently allows for system searches to find misfiled or lost digital records. Check off each step when you have completed the step. Always start with the year first and end with the day. Date or date ran… N:\Collections\01_Archives\boxlabels_arch_example.doc. Naming records. Standardized naming conventions improve the speed of retrieval. Digital Projects Advisory Group, University Libraries at the University of Colorado at Boulder. When I talk about file naming conventions, I’m not limiting the definition of the word ‘file’ to source footage files coming out of a camera. In other words, with each staff member consistently naming electronic records, other staff members will be able to look at a record’s file name and use that information to recognize the contents and characteristics of the record and to make decisions about it. Electronic Records Naming Conventions General: This document is a companion document to Electronic Records Management Guidelines (GUI-0002). Instructions for Using This Job Aid Use this job aid when you are assigned to establish naming conventions for electronic records. DON Correspondence Manual SECNAV M5216.5. Access and ease of use. Naming conventions for electronic documents: • Document names must clearly identify the subject of the document. File names should allow you to identify a precise experiment from the name. In order to ensure uniformity and clarity among Command Chronologies, use the following guidance when creating file names for Command Chronologies and Supporting Documents. When including a number in a file name always give it as a two-digit number, i.e. File names should outlast the records creator who originally named the file. SOP Naming Conventions Command Chronology. The following file -naming convention incorporates best practices in electronic records management and information technology. How will people be accessing the files? File names will consist of 4 parts: (1) Unit Name, (2) Subject, (3) Document Type, and (4) Date. 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. File Naming Conventions. Does it make sense to all user groups? Often I didn’t know the date of the when the photo was taken. Using standardized filenames helps ensure that like materials (protocols, experimental data, analyzed data) can be easily identified and grouped. According to the UK Data Archive (UK Data Service, 2017b), a best practice in naming files is to: Create meaningful but brief names; Use file names to classify types of files; Avoid using spaces, dots and special characters (& or ? 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. Keep file names short but meaningful 2. naming a record. File and Folder Naming Why create a naming convention? SOP Naming Conventions Command Chronology. Choose a format for naming your files and use it consistently. By using good naming conventions you spare people the frustration of going on a scavenger hunt. Google Docs records version changes as well. Consistently named records also help you to meet your legal requirements. Are there limitations on the length of the file name? Consider establishing an agency-wide file naming policy that complements your electronic records management strategy. In order to ensure uniformity and clarity among Command Chronologies, use the following guidance when creating file names for Command Chronologies and Supporting Documents. I didn’t like how long the file names were getting. 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. File versioning helps you keep track of the state of the current … https://grc-usmcu.libguides.com/marine-corps-archives/5750, Archives Branch: Command Chronology Program, Archives Branch, Marine Corps History Division. In the world of electronic records, the record’s file name provides metadata that places the record in context with other records, records series, and records retention schedules. Determine which file is the “official” copy. Spaces are used to delimit words, not underscores. For example, use the date first on events that are time specific or reoccurring, and use the name of the event for events that are infrequent and will be easier to find by name rather than date. Manuscript Collections Keep the file name as short as possible and always include the three character file extension preceded with a period (Ex: .jpg or .doc). follows: Day Month Year 1 January 2014. Does it cover various type of documents in various environments? Pay close attention to the freedom you give staff members (and outside vendors) in naming files. Consistently named records foster collaboration based on mutual understanding of how to name files and use file names (including the file name metadata). Legally, your records must be trustworthy, complete, accessible, legally admissible in court, and durable for as long as your approved records retention schedules require. Location/spatial coordinates 3. The purpose of file naming conventions. Effective file naming is the cornerstone for building a successful paperless office. case number, project title 3. How will staff members and the public access and open files in the short-term and long-term? File Naming Convention for the NOAO Science Archive R. Seaman, E. Stobie, F. Economou, F. Valdes, D. Herrera NOAO Science Data Management Overview NOAO data sets have historically been renamed with a unique serial number identifier before archive ingest to prevent the submission of duplicate file names to the archive. Establishing a file naming convention for employees is a key part of managing e-records throughout their lifecycle. MNHS openings and announcements. Punctuation – decide on conventions for if and when to use punctuation symbols, capitals, hyphens and spaces. Researcher name/initials 4. Spaces are often reserved for operating system functions and might be misread. 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. 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. Note: Information about file naming conventions above was gathered from the following resources: Now that you are familiar with some of the basic concepts of file naming, you can use the questions below to discuss how they relate to your agency. You might consider including some of the following information in your file names, but you can include any information that will allow you to distinguish your files from one another. 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. Duplicate file names will cause problems. The inclusion of this designation may also make administration of your web site records easier. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. As you think through how to manage this step, keep the following issues in mind. If using a date in the file name always state the date ‘back to front’, and use four digit years, two digit months and two digit days: YYYYMMDD or YYYYMM or YYYY or YYYY-YYYY. Pay special attention to the questions posed by the legal framework, including the need for public accessibility, as appropriate. For example, you may currently publish official statements or press releases on paper, but in the future, you may publish such records on the web. For example: 03/07/2014 – After writing this article in 2012, I have slightly modified my naming convention for the following reasons. A simple policy will help staff members logically and easily name records and help ensure that records are accessible (as determined by the MGDPA). Avoid using non-alphanumeric characters in file names. Create unique file names. Will the records move location (e.g., from one server to another, from a server to long-term storage)? A file name is the chief identifier for a record. Make sure documents can be identified on their own - not dependent on the folder they are saved in (Ex: 2004_Notes_v01.doc)  Avoid using the word version or draft and the beginning of the file name for access purposes (Ex: Version1_2004_Notes.doc). It is easier to sort through files when they are … File-naming conventions Standardizing filenames is one of the best ways to keep your notebook - and your research - organized. or ! Do we have a file naming policy? The purpose of these two documents is to help units to: Organize shared drives and content management systems Name documents in a manner that is consistent and efficient 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). DO: Use a file versioning if needed. 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 … North Carolina Department of Cultural Resources. Files are frequently copied to other folders, downloaded, and emailed. What information is most important to capture in the file name itself? File names will consist of 3 parts: (1) Command Chronology (2) Unit Name, (3) Date. The following rules should be followed: Keep file names short, but comprehensible, using commonly recognised acronyms or abbreviations where appropriate. It is important to ensure that the file name, independent of the folder where the original file lives, is sufficiently descriptive. As you develop your file naming policy, you will need to be familiar with the following: A file name is the name of the file as it stands alone. It is important to establish your file naming convention before any records are saved to your electronic filing system. By providing guidelines and training, you can maximize policy compliance in a way that meets your operational and legal requirements. UVaBox has options to track both major and minor versions of files. If dates of creation are used, these can make following retention schedules easier. Standard file names allow users to find records efficiently. File naming conventions help you stay organized and makes it easier to identify your files. 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. Legal Framework  It is good practice to adopt the naming conventions from the point of creation of the document. \ : < >. 651-259-3000 • 1-800-657-3773, Box office: A file naming convention is a systematic method for naming files that will make them easier to retrieve later. A simple policy will be more consistently used, resulting in records that are consistently named, and thus easier to organize and access. Include the version number in the file name by using ‘v’ or ‘V’ and the version number at the end of the document. Use underscores (_) and dashes (-) to represent spaces. More details. Establishing naming conventions within your office will help you: Order the pieces of information or elements being used to create the file name in the most logical order based on retrieval methods. Avoid using special characters such as: ? Naming conventions are rules which enable the titling of electronic and physical folders, documents and records in a consistent and logical way. 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At the University of Colorado at Boulder misfiled or lost digital records file -naming convention incorporates best practices in records. Agency-Wide file naming policy that complements your electronic records ) date simple and easy to.... To decide what metadata to collect and include in file names short, but comprehensible using. Spaces are used to delimit words, not underscores example, a map of a public park Smith! More than two digits pay close attention to the source material not underscores where appropriate 1 ) Command (... Or spaces in file names allow users to find records efficiently and path is included in the important... Thus easier to manage to meet your legal requirements and connection with paper,... Also essential for file naming conventions for archives collaboration between individuals working on common business activities it. Didn ’ t know the date using standard format as outlined in SECNAV M5216.5 that make. 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