The challenge you face will come when you reach the point of having 1,000 different establishments in different countries, that need to follow different laws and regulations, or sell different products or services. The previous most recent version should be saved using an approved sequential file naming convention. 1. files/folders organisations should use their File Titling Plan, Keyword Thesaurus or Business Classification Scheme (BCS) etc. How many clicks is also a relevant metric. This document provides best practices for the naming of files and folders, and may be used to create file naming policies specific to your agency to distribute to all staff members. 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, understood and implemented by all office staff. A naming policy can help you and your users identify the function of the group, membership, geographic region, or who created the group. Don’t go overboard but if you find yourself dumping 50+ files in a single folder, you might want to add a subfolder. When you focus on solving these problems early, before you grow and expand too large, you solve a simple problem before it grows wildly unmanageable. You should be consistent and descriptive in naming and organizing files so that it is obvious where to find specific data and what the files contain. Now, we will see various SharePoint naming conventions best practices which you can follow while working or using SharePoint. In fact, Wikipedia itself states: “There are two ways to look things up in Wikipedia: by searching or by browsing.”. All IEEE documents are to include metadata values for the following fields: Sophia A. Muirhead, General Counsel and Chief Compliance Officer, Jacki Cheslow, CCEP, CCEP-I, CRM, Global Compliance Program Leader, Daniel L. French, Senior Employment and Commercial Attorney, Dana Willis, Senior Counsel, Commercial Affairs, Rebecca Tweneboah, Counsel, Commercial Affairs, Jonathan Wiggins, Senior Intellectual Property Attorney and Chief Privacy Officer, Danny Mack, Intellectual Property Paralegal, Pryia Davis, Executive Assistant to the General Counsel, Amika Gopee, Legal Administrative Assistant, IEEE Metadata Standards and File Naming Convention Guidelines. Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. 3. And in a shared or collaborative group file-sharing setting, it will help others more easily navigate your work. The version number of a record should be indicated in its file name by the use of “v” followed by the version number. Include sufficient elements in the file name to ensure easy retrieval and identification but do not overdo it. Another important takeaway is the demonstration that most companies are bad at managing their processes. Post was not sent - check your email addresses! SharePoint Name Should always be small and meaningful. On the other hand, perhaps you’re tasked with managing large batch files for automatic processing or robotic search, in which case, human readability might not be your primary concern (though it’s probably still useful, in the least for debugging and error-chasing purposes.). Obviously, this won’t work if you need to work across different countries or navigate different regulations. However, any structured naming convention that attempts to be all encompassing may result in overkill and unwieldiness. It’s quite simple – we have a lot of internal processes, and we’re always adding new processes, as well as continuously improving old ones. You should be consistent and descriptive in naming and organizing files so that it is obvious where to find specific data and what the files contain. This has changed over the years, and many places, libraries and other such organizations, implement their own flavor of Dewey Decimal. To enforce consistent naming conventions for Microsoft 365 groups created or edited by your users, set up a group naming policy for your organizations in Azure Active Directory (Azure AD). Adopting a File Naming Convention and establishing Metadata Standards will ensure: These Guidelines apply to all documents uploaded to or created on IEEE’s websites, whether public or private, internal or external. Content on IEEE websites is often linked to other IEEE sites so it is important to have a. Files should be named and organized in a way that indicates their contents and specifies any relationships to other files. Abbreviating helps create concise file names that are easier to read and recognize. aids in search findability, both on file stores (using Windows “Type here to search”), content management system (CMS) search tools, web “site search” and internet search (Google, Bing, Baidu, etc.). Avoid repetition of semantic elements among file and directory names. Here are ten basic rules that could serve as a general guideline in structuring folder and file naming conventions: 1. If you have your own internal document number, add it at the end of the name, not the beginning. There aren’t any builtin policies in Azure for naming conventions (at time of writing). If you don’t, SOP writers may stop using the guidelines and you’ll find it very hard to trace documents. Keep file names short, meaningful and easily understandable to others. So there are two main sections – Live (for finished, ready-to-use processes) and Staging (basically a sandbox for testing new processes). File naming conventions help you stay organized and makes it easier to identify your files. If you only have a handful of files, you probably don’t need one. In 1996 Richard Saul Wurman described information architecture as: “the creating of systemic, structural, and orderly principles to make something work – the thoughtful making of either artifact, or idea, or policy that informs because it is clear.”. Effectiveness can be understood as whether or not the file naming conventions help or hinder the completion of daily tasks. Things to … It makes the daunting task of getting everything organized a lot more simple, right? File naming conventions help you stay organized and makes it easier to identify your files. Even if you manage two or three similar establishments like this, it’s easy to be sure that all of these use the same methods. @ # $ % ^ & * ( ) ` ; < > ? A good date format is YYYYMMDD or YYMMDD. 2. 6. With a small amount of effort, you can establish proper file naming conventions and avoid this kind of document spaghetti. It is straightforward to use and will be easily implemented as If you want it alphabetical start with the document title or topic. This is especially useful to acknowledge when considering best practices for file naming conventions. Source. Table 1. An element for version control should start with V followed by at least 2 digits and should be placed at the end of the file name. Subfolders help create logical groups within your larger categories. Interview. Go to the portal - ‘All Services’ - ‘Policy’, and click ‘+Policy Definition’. SharePoint Naming Conventions Best Practices. Always use a small and meaningful name for SharePoint site, subsite, list or document library names. It helps arrange books in a way that allows anyone browsing to swiftly find what they’re looking for. Researcher name/initials 4. Sorry, your blog cannot share posts by email. Change the name and the link will either break or take you to obsolete or updated files. File Naming Convention. Wikipedia is demonstrating that it’s more effective to utilize a range of different categorization and search methods, and that search is perhaps one of the most user-friendly solutions for navigating huge, complex databases of information. Archive is for old processes we don’t need anymore (but still want to keep a record of), Quality Review is where processes go before they get moved into “Live”, after someone takes a proper look over them, and Sandbox is where each process begins its life, as a test or rough draft. What’s the lesson here? They found that of the 300 top executives surveyed, 85% believed that processes “help them share knowledge across divisions and regions”, with a key takeaway being that standardized processes help to improve performance across the board. How you organize and name your files will have a big impact on your ability to find those files later and to understand what they contain. Wikipedia is one of the largest collaborative works of human knowledge on the planet in recorded history, but have you ever considered how that information is structured? A naming convention is a convention (generally agreed scheme) for naming things. The checklist is superpowered by our workflow automation features like: conditional logic, role assignments, Approvals, and stop tasks! There could be many of these policies so it makes sense to have a category for t… Adopting a File Naming Convention and establishing Metadata Standards will ensure: We have only one available version of any document, with one name, and that is most current. Whether you’re a small organization or a large enterprise corporation, these principles should be relevant, because they’re designed to consider the needs and requirements of each case before administering any one solution. Let’s return to the idea of information architecture. For better or worse, the Dewey Decimal system is here to stay, and its longstanding legacy speaks to its efficacy as a file naming convention. Tip When using personal names, always give family name at the start of file name and use a standard format for first names. Ideally, file names should be unique. Avoid unnecessary repetition and redundancy in file names and paths Once you’ve got your top folder layers established you’ll want to add additional layers that help you narrow down even more. Just imagine – seeing neat, intuitively named folders, knowing which folders contain the documents you’re looking for, and – take a seat – having confidence that the file you’re about to click on will be what you expect it to be. For example, ieee-ops-manual.pdf > the current version available and linked on IEEE.org, 20170901-ieee-ops-manual.pdf > an archived version. Of course, we’re not necessarily talking about websites. You need Both is a paper by Albrecht Richen and Ansgar Steinhorst that delves into the relationship between these two terms. It was also originally designed to be organized by discipline, as opposed to topic. Files should be named and organized in a way that indicates their contents and specifies any relationships to other files. Efficiency can be understood as the shortest time possible taken to access any given file. “Information architecture” is the way you organize your internal information, in terms of how you design the system that allows you to access and manage that information. Wikipedia’s open-edit nature means there are a lot of ways you can unpack the categorization system. The goal was to improve ease of use, navigation, and trust. The reasons can be lack of proper internal policy or procedure for naming and organizing files, lack of any consideration for folder or information architecture, and just plain carelessness. How many different files do you have to open before you find what you’re looking for? Planning for a File Name Policy. Use only alpha-numeric characters. Avoid Spaces – Don’t use blank spaces, dashes, punctuation or special characters in file names. Inside of Staging, we have a few other folders: They’re all quite self-explanatory. Keep it practical. Whysel was part of the group proposing the WikiProject Information Architecture; an attempt to improve Wikipedia’s information architecture from top-down, starting with their high-level categories and moving down to the content on each individual page. “Dewey Decimal” refers to a file naming convention named after a 19th century American librarian named Melvil Dewey. Adding rich Metadata to non-html files (pdf, xlsx, docx, pptx, csv, jpeg, psd, etc.) Still one of the most utilized book organization systems in the world, “Dewey Decimal” is in effect in over 200,000 libraries in 35 countries in the 21st century. So what can we learn from this naming convention? Before replacing a file, download the prior file to be moved to appropriate storage. Have a file extension that matches the file format (no changing extensions!) While it may look easier to read, it creates other problems, for example, readers ‘seeing’ two file names instead of one. A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. Non-html files are typically crawled and indexed by web search engines, so adding file metadata aids internet findability and SEO (search engine optimization). Your files will be grouped together based on the first few components. In Staging, we segment the processes into the different types of marketing processes used for getting things done on the marketing team. Why over-complicate things if a simple, more elegant solution would work just fine? McKinsey’s identified three challenges here: How can we apply these insights to the problem of file naming conventions, and more broadly, overcoming the challenges of information architecture? This Process Street checklist can be used to create a process library at any scale, whether it be, for example, for your company or for your personal computer at home. 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. Content on IEEE websites is often linked to other IEEE sites so it is important to have a persistent name. Deciding on a FNC within is a group is helpful for effective communication and … 21 December 2014 by: Adam Pode With the increasing … This kind of thing. Having a file name policy in place will assist with managing your electronic records. They should be concise, but contain sufficient information and be meaningful enough to explain the … The following elements should be considered when creating a document naming convention guideline or policy. No file naming convention or folder structure is going to be perfect. Try to keep it under 30 characters. Duplicate file names will cause problems. 2-3 words. Avoid extra long folder names and complex hierarchical structures but use information-rich filenames instead. 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