Naming Conventions for Electronic Records
- Relevant information at a glance.
- Easy access for a variety of users.
- Shorter search time for the latest version.
File Name Recommendations
- Include common identifying elements:
- Date of creation. Standardize the format (e.g. YYYYMMDD). Beginning with the date allows for chronological sorting.
- Name of intended audience (e.g. person or group).
- Description of content. Use keywords and mirror your paper filing system as closely as possible.
- Version. Append the file name when changes are made (e.g. v1), include initials at the end to identify authorship.
- Use capital letters or underscores, not spaces or periods, to separate words as those can be mistranslated across platforms.
- Avoid using special characters: \ /:*?”<>|&$,. As these may mean different things in various electronic environments (e.g. PC, Mac).
- Keep it short.
Finally, be consistent with file names throughout your system to maximize organization and efficiency.