Records Management - Naming Conventions for Electronic Records
Convention 9: The names of records relating to recurring events need to include the date and description of the event, unless the inclusion of either of these elements would constitute repetition or redundancy. (see convention 2)
The names of records relating to recurring events (For example, minutes and papers of meetings, regular reports, event management and budget planning documents) need to include the date and the event name/description in order for the record to be identified and retrieved. When deciding the order of the elements (date or event) consider convention 8.
The event description can be the title of the event or the subject of the event.
Whatever the description used always ensure that it is short, clear and easily
|Explanation:||The first example shows the Sickness Returns reports which
are created on a monthly basis. As the reports recur regularly and are retrieved
by date it is appropriate for the date to be given first. But remember convention
2; it may be appropriate for the folder itself to be called 'Sickness Returns'
and in which case the file name needs only to include the date.
The second example shows annual budget reports. Because the reports are annual and likely to be retrieved by the description rather than the date, it is more appropriate for the description element to come first. But again remember convention 2; if it is sufficient for a folder itself to be called “Planning2004-2005”, then the file name only needs to include a description.