Records Management - Naming Conventions for Electronic Records

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Convention 4: When including a number in a file name always give it a two-digit number, unless it is a year or another number with more than two digits.

The file directory always displays file names in alphanumeric order. To maintain the numeric order in cases where file names include numbers it is very important to include the zero for numbers 0-9. An advantage of this is that it assists us in more easily retrieving the most recent record number.

File Naming Conventions - Convention 4
 
Example:

File name:
Right: Wrong:
FOIAPolicyV01
FOIAPolicyV02
FOIAPolicyV03
FOIAPolicyV04
FOIAPolicyV05
FOIAPolicyV06
FOIAPolicyV07
FOIAPolicyV08
FOIAPolicyV09
FOIAPolicyV10
FOIAPolicyV11

FOIAPolicyV1
FOIAPolicyV10
FOIAPolicyV11
FOIAPolicyV2
FOIAPolicyV3
FOIAPolicyV4
FOIAPolicyV5
FOIAPolicyV6
FOIAPolicyV7
FOIAPolicyV8
FOIAPolicyV9
Explanation: The example shows the successive versions of a Freedom of Information Act policy document. By including two-digit numbers the latest version will always appear at the bottom of the list.