Ideally, file names should be unique. As you do so, rename that file so you will know which version or date it relates to. Firstly, keep document names short and relevant. A systematic way of naming files. Use the hyphen (-) to delimit words within an element or capitalize the first letter of each word within an element. File Naming Convention. Where possible information should be included on the defined IEEE business entity that creates and manages the content of the document. Here’s a table organized using Dewey Decimal: Notice on the left hand side, there are numbers from 000 to 999. Optimize your processes – either via standardization or harmonization. Keep file names short, meaningful and easily understandable to others. 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. Required fields are marked. In any case, building solid information architecture will depend on a deep understanding of what information you have, and the most efficient and effective way to make sense of all of that. It’s never been easier to maintain a proper file naming convention through workflow automation. Some software will not recognize file names with spaces. No file naming convention or folder structure is going to be perfect. Content on IEEE websites is often linked to other IEEE sites so it is important to have a. Have a file extension that matches the file format (no changing extensions!) Try to keep it under 30 characters. e.g. Why can’t everyone just use proper file naming conventions? Change the name and the link will either break or take you to obsolete or updated files. It makes the daunting task of getting everything organized a lot more simple, right? 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. 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. If your goal is to organize your files and documents so that they are easy to navigate, then it’s worth spending time with the file naming structure so that users can use consistent search terms to find exactly what they’re looking for. File names should allow you to identify a precise experiment from the name. Let’s return to the idea of information architecture. Process standardization means making one process for one job and keeping it the same, no matter where you use it. In fact, Wikipedia itself states: “There are two ways to look things up in Wikipedia: by searching or by browsing.”. However, you should determine whether this is necessary or simply overkill, depending on your internal file and process library. One of the most important questions you can ask is: Who are you organizing your files for? Description/Subject: All file names should include a description that outlines the basic content of the document, what it is intended to portray, and perhaps details of how often it is revised if relevant. In a similar thought, a file naming convention could also be an agreed-upon scheme on how to label files and folders 2. For example, the bias of the engineering team might be useful when deciding how the files and/or processes for that team should be organized. Some CMS platforms, (including for example, Adobe AEM and Joomla) will automatically ingest the values for basic standard metadata fields into their DAM (digital asset management) applications, making it a one-stop task to add metadata. Avoid Spaces – Don’t use blank spaces, dashes, punctuation or special characters in file names. Be consistent. What’s the lesson here? Give your file a distinctive, human-readable name that gives an indication of the content. Avoid obscure or cryptic terms. For example, ieee-ops-manual.pdf > the current version available and linked on IEEE.org, 20170901-ieee-ops-manual.pdf > an archived version. @ # $ % ^ & * ( ) ` ; < > ? Try not to make file names too long, since long file names do not work well with all types of software. A compelling reason would be for example, if there is a need to make old versions available via link, to allow downloads, etc. By consistently organizing your files, you will be able to quickly find what you need. It’s less of a problem when you just want to organize a set of files or processes for your internal organization. Using this checklist will allow you to easily: To get an idea of how other companies are using Process Street to build their own process libraries, check out the video below from Mainline Autobody: What kind of file naming conventions are you using? Originally, it was a method of organizing information (books) based on 10 main classes that attempted to cover… well, pretty much everything. 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.”. Thanks for subscribing to the Process Street Blog! manage and access documents when needed. Your files will be grouped together based on the first few components. It is essential to establish a FNC before you begin collecting data to prevent against a backlog of unorganized files that could lead to misplaced or lost data. Non-html files are typically crawled and indexed by web search engines, so adding file metadata aids internet findability and SEO (search engine optimization). Tell us about your experiences (or horror stories) in the comments below! Eliminate File Naming Guesswork with Workflow Automation. It was also originally designed to be organized by discipline, as opposed to topic. Fill in the wizard, giving it a Subscription, Policy Name and Description In the Category field, I’d suggest you create a new category for ‘Naming’. If you have your own internal document number, add it at the end of the name, not the beginning. First off, let’s create an example policy to manage the names allowed for Virtual Networks. This is kind of borrowing from the software development framework, because we’re dealing with tools (processes) that are iterated on and often need lots of testing before they’re ready to go live. If you can implement a simple, intuitive structure with numbered subdivisions of specific categories and functions, you’re one step closer to improving the searchability (and therefore the utility and actionability) of your internal file structure. Go to the portal - ‘All Services’ - ‘Policy’, and click ‘+Policy Definition’. 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. Nothing too complex. Always use a small and meaningful name for SharePoint site, subsite, list or document library names. File naming conventions can be applied to files and folders on network drives, as part of digitization projects or to items in a content management system. The more organized you can be with your internal information, the more efficient and effective you can be in your business goals. “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. File Naming Convention Policy Version 1.0 Page 6 of 16 Issue Date: 01/05/2010 ID Number: CS-POL001 4.1 WYFRA (Strict) Naming Convention The following explains the naming convention that has been approved for introduction by Management Team at WYFRA. Please, try again later. Post was not sent - check your email addresses! File naming conventions help you stay organized and makes it easier to identify your files. The previous most recent version should be saved using an approved sequential file naming convention. File naming conventions help you stay organized and makes it easier to identify your files. Abbreviate the content of elements whenever possible. It is straightforward to use and will be easily implemented as Why over-complicate things if a simple, more elegant solution would work just fine? Introduction: While many organizations start out naming their devices as Greek gods or fictional characters, it's not scalable in a large organization. Effectiveness can be understood as whether or not the file naming conventions help or hinder the completion of daily tasks. to establish a file naming convention within their own digital collections and will conclude with a file naming convention suggestion for the University of Iowa Library’s Digital Collections. 6. It helps arrange books in a way that allows anyone browsing to swiftly find what they’re looking for. 1 Shaw, Emily. Location/spatial coordinates 3. In other words, use a naming convention that’s easy to follow, understood by all writers, and meaningful. Simple Key Rules 1. Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. 3. 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. Avoid extra long folder names and complex hierarchical structures but use information-rich filenames instead. All said and done, who will actually be using this system of file naming conventions to navigate your library? It is not proposed to retrospectively review the naming conventions that are currently in place unless there is strong business reason to do this. It is recommended that your OU establish a network folder to store archived web content following the file naming convention described here and maintained as defined in the IEEE Record Management Program. 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. In my last blog, we discussed How to split a string using regex in python.. We will also discuss the below topics here. But in order to be effective, you have to use it all the time, every time. 'File names' are the names that are listed in the file directory and that users give to new files when they save them for the first time. 21 December 2014 by: Adam Pode With the increasing … Companies should take process standardization more seriously, but they should also understand the difference and value between standardization and process harmonization. In any case, your goal is to improve the efficiency and effectiveness of your processes. The checklist is superpowered by our workflow automation features like: conditional logic, role assignments, Approvals, and stop tasks! Things to … Your email address will not be published. It’s important any files regularly accessed by multiple team members follow the defined file naming conventions. Check out the Wikipedia Contents page to see what I mean. There aren’t any builtin policies in Azure for naming conventions (at time of writing). Revising, Updating and Archiving Web Content. But you might be able to use the principles of DDC to improve your file naming conventions. Sorry, your blog cannot share posts by email. You might not need a thousand-manifold Dewey Decimal structure to organize your internal files and processes. It’s all too common to find yourself wading through your organization’s shared folders in search of the file you’ve been asked to review: Why does this happen? If you only have a handful of files, you probably don’t need one. Archived versions should not be stored on the web content platforms such as, AEM or Joomla, unless there is a compelling reason to do so. The following elements should be considered when creating a document naming convention guideline or policy. Who better to manage and own the organization of forms, files, and recurring processes than the people who use them most? 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