Records Management - Naming Conventions for Electronic Records

Back to Contents page

Convention 11: The version number of a record should be indicated in its file name by the inclusion of the letter ‘V’ followed by the version number and, if applicable, ‘Draft’ or ‘Final’.

It is always important to differentiate between various drafts of a document by giving each draft its own number. If a version number is applicable, it should always appear in the file name of the record so that the most recent version can be readily identified.

File Naming Conventions - Convention 11
 
Example:

File name:
Right: Wrong:
/.../BusinessPlan/

2004-2005V03Draft.htm
2004-2005V04Final.htm

/.../BusinessPlan/

BusinessPlan0405_draftv3.htm
BusinessPlan0405_finalv4.htm
Explanation: The example shows two versions of the University Business Plan for 2004-2005, version 3 is the draft version and version 4 is the final version. In order for the versions to be listed in numeric order, years are given in four-digit format and the version number is given with two digits.