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RECMGMT-L  September 2008, Week 1

RECMGMT-L September 2008, Week 1

Subject:

Re: Naming Conventions

From:

Angel Ramos <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Fri, 5 Sep 2008 11:33:30 -0400

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (84 lines)

Lynnette,
Angie's links are great.  I have no stories, just an SOP.  Here's
results from a search at www.goodsearch.com - 
<http://www.goodsearch.com/Search.aspx?Keywords=%22records+management%22
+%22filing+system%22+lessons+learned>

Also, ARMA has FILING reference books:
*	ESTABLISHING ALPHABETIC, NUMERIC, SUBJECT FILING SYSTEMS
	https://www.arma.org/bookstore/productdetail.cfm?ProductID=1519
	
*	FILING PROCEDURES GUIDELINE
	https://www.arma.org/bookstore/productdetail.cfm?ProductID=1037
	
*	NUMERIC FILING GUIDELINE
	https://www.arma.org/bookstore/productdetail.cfm?ProductID=1088
	
*	SUBJECT FILING GUIDELINE
	https://www.arma.org/bookstore/productdetail.cfm?ProductID=1130
	
*	ACTIVE FILING FOR BUSINESS RECORDS
	https://www.arma.org/bookstore/productdetail.cfm?ProductID=1003
	
*	AT YOUR FINGERTIPS: A Household Filing System that Works for You
(Denise Dale and Alexandra Bradley, CRM)
	https://www.arma.org/bookstore/productdetail.cfm?ProductID=1163

For ELECTRONIC FILE NAMING RULES, try York University:
<http://www.yorku.ca/secretariat/infoprivacy/infotoolkit/docs/TipSheet6N
amingConventionsEFilesFolders.pdf>

Also University of Edinburgh goes into detail on 13 Rules for Standard
Naming Conventions For Electronic Records at this great site:
<http://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/RMprojects/PP/F
ileNameRules/Rules.htm>
	The conventions comprise the following 13 rules. Follow the
links for examples and explanations of the rules.
1.	Keep file names short, but meaningful. 
2.	Avoid unnecessary repetition and redundancy in file names and
file paths. 
3.	Use capital letters to delimit words, not spaces or underscores.

4.	When including a number in a file name always give it as a
two-digit number, i.e. 01-99, unless it is a year or another number with
more than two digits. 
5.	If using a date in the file name always state the date 'back to
front', and use four digit years, two digit months and two digit days:
YYYYMMDD or YYYYMM or YYYY or YYYY-YYYY. 
6.	When including a personal name in a file name give the family
name first followed by the initials. 
7.	Avoid using common words such as 'draft' or 'letter' at the
start of file names, unless doing so will make it easier to retrieve the
record. 
8.	Order the elements in a file name in the most appropriate way to
retrieve the record. 
9.	The file names of records relating to recurring events should
include the date and a description of the event, except where the
inclusion of any of either of these elements would be incompatible with
rule 2. 
10.	The file names of correspondence should include the name of the
correspondent, an indication of the subject, the date of the
correspondence and whether it is incoming or outgoing correspondence,
except where the inclusion of any of these elements would be
incompatible with rule 2. 
11.	The file name of an email attachment should include the name of
the correspondent, an indication of the subject, the date of the
correspondence, 'attch', and an indication of the number of attachments
sent with the covering email, except where the inclusion of any of these
elements would be incompatible with rule 2. 
12.	The version number of a record should be indicated in its file
name by the inclusion of 'V' followed by the version number and, where
applicable, 'Draft'. 
13.	Avoid using non-alphanumeric characters in file names.

	Author: Anne Thompson
	Version 10, July 2007

Have a great weekend,
Angel Ramos
Analyst, Records Management

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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