How to set up a custom naming convention for pdf files. Adopting good file naming conventions can help ensure that files will work with different operating systems and disk formats, such as windows, linux, mac os x and unix. This document explores the general characteristics of records, how records are used and referenced, and the filenaming rules that should be applied to all electronic records. Develop a naming convention based on elements that are important to the project. Naming conventions are critical to records managementeffective. Follow the links for examples and explanations of the rules. Files to be submitted naming pdf files files to be submitted are those relevant to the application in portable document format pdf, ascii text file format.
A naming convention will help keep records orderly and accessible in contrast badinconsistent file naming can lead to which to accidental overwriting and misplaced files. In the swing pdf converter database hit view settings new view setting in order. Naming folders and files in a consistent, logical and predictable way means that information may be located, identified and retrieved by yourself or colleagues, as quickly and easily as possible. Naming records according to agreed conventions should also make file naming easier for colleagues because they will not have to rethink the process each time. Follow a consistent pattern that is machinefriendly. Although the naming convention is nowadays often used within the microsoft access community, and is the standard in visual basic programming, it is not widely used elsewhere the conventions are derived from an earlier set. If there is no change to a file, i keep the file name from the original project it came from. A rigorous file naming convention has been adopted for all files which are placed on any houston public works public facing or internal website. The leszynski naming convention or lnc is a variant of hungarian notation popularized by consultant stan leszynski specifically for use with microsoft access development. This guideline is intended to help the project manager organize project materials by providing a simple set of rules for creating and storing project documentation, and illustrates the application of these rules to a. User version numbers if files will have multiple iterations v1, v2, v2. No one at the jhsph irb office is a document control expert, but we have developed our own system to help us manage our forms and templates.
A drawing set with 10 sheets must be uploaded as 10 separate files, one for each sheet. Project documentation naming conventions and repository. These simple rules should be applied to all files and folders contained in the cms. The irs recommends the following names and descriptions be used for certain binary attachments used in mef returns. Otherwise files may be needlessly duplicated and we will not be getting full value from the document management functionality. The following file naming convention incorporates best practices in electronic records management and information technology. The average person will name a file in a way that best suits them and that file name might not have any information to the next person who needs to access the file. It usually indicates things like dates, author name, file version and the section to which the file officially belongs. I prefer to use the same numbering system for my imported files graphics and high resolution from photoshop this way i always know whats the last version and to which specific project it belongs. Document naming conventions define a convention by which the document ids are assigned to new documents added to a folder. Tils document naming convention document naming for the tils division should follow this convention.
The guidance below combines information collected on the web and things that we have learned internally. Examples of appropriate file names the file names listed below follow the proper naming conventions and may be used as examples when trying to name your files. File naming conventions ieee author center journals. Each document entered into visualvault will be given a unique document id either through a predescribed naming convention, manually, or assignment by visualvault. In addition to section 508 requirements, hhs has policies, standards, and requirements for electronic documents that include but are not limited to the following. When files and documents are moved into a sharepoint team site or document store, the naming convention should change to allow sharepoint to manage the version numbering, category, dates, status etc. The strength of a folder and file naming convention is dependent on the proposed naming structure and the quality and quantity of the data elements chosen to build it. For the latest updates to lnc, visit the web sites. The only difference is that after the first five letters of the authors surname, you should insert at.
Order confirm which element should go first, so that files on the same theme are listed together and can therefore be found easily. File naming convention university of birmingham intranet. Naming conventions allow us to apply a pattern and standard to the way we name things within our computer environment. To ensure maximum access to your records, establish a naming convention for your files and use it consistently. File naming and structure research data management at. This is to ensure we have the most up to date documents available for internal users and the public. During conversions it is possible to apply a custom naming convention to the created pdf files using notes formulas. This could be from names of actual files, to folders, to how we store contacts in a crm first name, last name or last name, first name for example. Descriptive file names are an important part of organizing, sharing, and keeping track of data files. File naming conventions harvard biomedical data management. Not all files listed in these naming conventions are mandatory. I found that the keywords, file naming convention is a popular search term so i included that in my file name and of course, separated each keyword with a dash.
File names should be short but descriptive filesfolders at msu maintaining wellorganized electronic directory and drive structures can only be accomplished by following specific conventions. Recommended names and descriptions for pdf files attached to modernized efile mef business submissions. Additionally, everyone knows where files are kept and how to find the most recent version which can be a lifesaver when somebodys out of pocket and you need a piece of content. Sharepoint naming conventions best practices you should. But formalizing a standard naming convention for your teams content means that everyone has a common language to use when referring to projects and campaigns. My primary challenge right now is to create a new naming convention for my files. Name files and folders from general to specific as you navigate down the directory structure 2. Establishing a file naming convention for employees is a key part of managing erecords throughout their lifecycle. Download best practices for naming electronic records. This is typically used as a method to help users intuitively identify the purpose of the document. The importance of naming conventions for project management. The naming convention for datasets which are used to generate information products but are not usually information products in and of themselves is different from the naming convention for information products.
Naming and organizing files name and organize your files in a way that indicates their contents and specifies any relationships to other files. Establishing a file naming convention for employees is a key part of managing erecords. A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. Best practices for filenaming just like paper files, electronic files need to be wellorganized and labeled correctly so that they are identifiable and accessible by all employees. File naming conventions maintain file transparency canto. For programme 000009889, final base prospectus, new, in pdf form. Document control and naming conventions for study documents disclaimer. A zip attachment including several documents, each using standard naming convention.
Naming convention for documents university of ottawa. This sharepoint tutorial explains on sharepoint naming conventions best practices which you should follow while providing names of a site collection, site, list, document library, views, folders, files or document, etc the same naming conventions can be followed for any version of sharepoint like sharepoint 2020162019 or sharepoint online office 365. At that moment cp45 it was meant to distinguish the user variables from the system variables, because the only way to find one in the dropdown list was using the first character. Document title no naming convention category example. File names created from the tils document naming convention are made. Best practices for file naming and organizing smithsonian libraries. File names must not contain special characters, such as asterisks, parenthesis, periods, question marks.
Graphics and tables should be numbered independently of. This file naming convention incorporates a files confidentiality rating into the file name in order to facilitate good information management practice by making it. This number will be unique to each service line or other entity. File naming convention information management wiki. The purpose of the project documentation naming conventions and repository guideline is to establish project documentation naming standards and structure for project repositories. The file name describes, at a glance, what the document is about, making it easier to browse files more effectively and efficiently. In the dialog which appears, type my naming convention in the formula name field and copy. This is especially important for government offices in order to comply with legal requirements to ensure the availability, integrity, accessibility, and, if.
A file naming convention fnc is a blueprint to name files efficiently. The following tips will provide examples of suggested naming guidelines for msu. It should be of no surprise that for any business activity there is always an ideal naming structure. They enable users to locate and decipher exact documents with minimal time and effort. Each individual sheet must be named per the standard naming convention. This works fine so far, but id like to have a naming convention that assigns each image a unique name, or. Have a distinctive, humanreadable name that gives an indication of the content. Key instructions for proper naming of a document the validation and modification if necessary of the name of documents or records created and received belong to the person who uploads saves those documents files in a shared folder or in a document management system docushare as they are fully or. You want to get this right the first time, so it is important to invest enough time to think about this carefully. Recommended names and descriptions for pdf files attached. A file naming convention is a systematic method for naming files.
1487 383 160 1508 1392 1065 773 397 661 62 1283 404 221 721 687 733 1177 1172 1509 73 64 315 1544 841 971 112 1150 261 807 679 726 171 1496 747 1228 172 248 502 760 1093 150 230 620