Records Management - Naming Conventions for Electronic Records
Convention 8: Order the elements in a file name in the most appropriate way to retrieve the record.
The elements to be included in a file name should be ordered according to the way in which the record will be retrieved during the course of day to day business, how this is implemented will invariably depend on the way you work.
For example, if the records are usually retrieved according to their date then the date element should appear first. If, on the other hand, the records are retrieved according to their description, then the description element should be listed first.
20051201AlumniSocietyParty.doc 20051206FellowshipAward.doc 20051212SenateDinner.doc
|Explanation:||The first example shows minutes and agenda of a Staff Student
Committee. The minutes and papers of the meetings are likely to be retrieved
on the basis of the date of the meeting, hence it is best to have the date
at the start of the file name. If not then all of the Agendas will come
at the top of the directory list, followed by all of the minutes, and then
by all of the papers.
The second example shows the file names of the files in the Events folder. Events are likely to be retrieved by the name of the event rather than the date of the event, hence more useful to have that element first.