You need Both, THIS_is_the_final_proposal_(old-version).PDF, Wikipedia shows that being digital can broaden your categorization, Processes for the sake of processes – too many processes for things that really don’t need processes, meaning wasted. Special characters such as ~ ! Researcher name/initials 4. Once this is established as a clear initiative, it helps to establish an internal culture more observant of proper file naming conventions and knowledge management. Over-standardization – to the point where processes become so rigid and inflexible that they are rendered ineffective. The conventions assume that a logical directory structure or filing scheme is in place and that similar conventions are used for naming the … Copyright: All files should have an appropriate copyright date / notice, using recommended values where possible: Copyright status - Copyrighted or Public Domain, Copyright notice - “© Copyright 2020 IEEE – All rights reserved” or “This work is licensed under a Creative Commons Attribution-Non-Commercial 4.0 International License” or none, https://www.ieee.org/site-terms-conditions.html. Once you’ve got your top folder layers established you’ll want to add additional layers that help you narrow down even more. According to Noreen Whysel writing for the American Society for Information Science and Technology: “Wurman coined the phrase information architecture in his 1976 program for the American Institute of Architects annual meeting. An element for version control should start with V followed by at least 2 digits and should be placed at the end of the file name. It makes the daunting task of getting everything organized a lot more simple, right? Check out the Wikipedia Contents page to see what I mean. Keep it practical. It’s purely utilitarian, and designed to be easy to follow for any new members. This is especially useful to acknowledge when considering best practices for file naming conventions. You might consider including some of the following information in your file names, but you can include any information that will allow you to distinguish your files from one another. Use only alpha-numeric characters. Avoid using special characters such as: ? Files should be named and organized in a way that indicates their contents and specifies any relationships to other files. It helps arrange books in a way that allows anyone browsing to swiftly find what they’re looking for. If you have your own internal document number, add it at the end of the name, not the beginning. 21 December 2014 by: Adam Pode With the increasing … This Process Street checklist can be used to create a process library at any scale, whether it be, for example, for your company or for your personal computer at home. “Dewey Decimal” refers to a file naming convention named after a 19th century American librarian named Melvil Dewey. File naming conventions can be applied to files and folders on network drives, as part of digitization projects or to items in a content management system. A File Naming Convention (FNC) is a framework for naming your files in a way that describes what they contain and how they relate to other files. Location/spatial coordinates 3. You should be consistent and descriptive in naming and organizing files so that it is obvious where to find specific data and what the files contain. Just imagine – seeing neat, intuitively named folders, knowing which folders contain the documents you’re looking for, and – take a seat – having confidence that the file you’re about to click on will be what you expect it to be. Before replacing a file, download the prior file to be moved to appropriate storage. Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. That name is part of the metadata that creates the hyperlink. Starting with language, the nested categories move from page types to broad subject areas, to many different sub-categories and sub-sub-categories going all the way down. Always use a small and meaningful name for SharePoint site, subsite, list or document library names. / $ … Different teams in an organization will have different biases towards organizational structure, including how core files and procedure documents are stored. Still one of the most utilized book organization systems in the world, “Dewey Decimal” is in effect in over 200,000 libraries in 35 countries in the 21st century. By consistently organizing your files, you will be able to quickly find what you need. File Naming Conventions: How to Optimize Document Management, File naming conventions: Best practices & tips, Process standardization vs process harmonization, How we organize internal processes at Process Street, How to organize the perfect process library, Standardization or Harmonization? Companies should take process standardization more seriously, but they should also understand the difference and value between standardization and process harmonization. This document provides best practices for the naming of files and folders, and may be used to create file naming policies specific to your agency to distribute to all staff members. 1 Shaw, Emily. Develop better metadata to ensures better Search Engine Optimization (SEO) and that our staff and volunteers can find what they need when they need it. Things to … Give your file a distinctive, human-readable name that gives an indication of the content. Files should be named and organized in a way that indicates their contents and specifies any relationships to other files. What’s the lesson here? One telling insight being that one company has 30 separate processes for the act of folding a seat on an oil rig! A file naming convention is a framework for naming your files in a way that describes what they contain and how they relate to other files. 3. This is kind of borrowing from the software development framework, because we’re dealing with tools (processes) that are iterated on and often need lots of testing before they’re ready to go live. OU, Department, Group, Team, business entity (Society, Board or Committee, initiative, etc.). Description/Subject: All file names should include a description that outlines the basic content of the document, what it is intended to portray, and perhaps details of how often it is revised if relevant. A naming convention is a convention (generally agreed scheme) for naming things. Wikipedia is demonstrating that it’s more effective to utilize a range of different categorization and search methods, and that search is perhaps one of the most user-friendly solutions for navigating huge, complex databases of information. And that’s it! Updated versions should have the identical name to the prior file. Is the file naming convention intuitive, or do you need to spend extra time learning how to make sense of 010220_MA_P-01_Project_1_Draft.doc, when Marketing_Project_Proposal_June_v1.doc would do just fine? It’s quite simple – we have a lot of internal processes, and we’re always adding new processes, as well as continuously improving old ones. Websites are a great, pragmatic example of informational architecture – they’re quite literally formal systems of information organized into a navigable and interactable interface. 6. What does “efficiency” or “effectiveness” mean for information management? You need Both is a paper by Albrecht Richen and Ansgar Steinhorst that delves into the relationship between these two terms. McKinsey also published a more recent study, Getting Ruthless With Your Processes, which provides some interesting insights. As you do so, rename that file so you will know which version or date it relates to. @ # $ % ^ & * ( ) ` ; < > ? Source. Here we have: Essentially, using numbers to divide main categories into smaller, more specific divisions and sections That’s the Dewey Decimal system in a nutshell. But in order to be effective, you have to use it all the time, every time. Here are ten basic rules that could serve as a general guideline in structuring folder and file naming conventions: 1. Avoid extra long folder names and complex hierarchical structures but use information-rich filenames instead. How many different files do you have to open before you find what you’re looking for? This is particular true when it comes to IEEE websites. Process standardization means making one process for one job and keeping it the same, no matter where you use it. It was also originally designed to be organized by discipline, as opposed to topic. Do not use spaces. In that case, something like this might make sense: Keeping things short, meaningful, and removing unnecessary information will help people navigate your files with minimal effort. While there is room for a certain degree of adaptation by individuals, it is important that the office-wide folder structure and file naming conventions be agreed upon, understood and implemented by all office staff. Hyperlinks, site maps, and navbars all represent the architecture (the links between different pieces of information) of the websites you’re viewing. Whether you’re creating a new process library from scratch or are just looking into how to better organize your files, our Process Library Checklist will walk you, step-by-step, through everything you need to make sure your system is organized and efficient from the start. Conventions differ in their intents, which may include to: Allow useful information to be deduced from the names based on regularities. This is more a problem when the goal is objective organizational clarity, for example when deciding where certain poorly understood or novel subjects or areas of study should fall on a library shelf. It’s all too common to find yourself wading through your organization’s shared folders in search of the file you’ve been asked to review: Why does this happen? Now, we will see various SharePoint naming conventions best practices which you can follow while working or using SharePoint. e.g. A File Naming Convention (FNC) is a simple a method for naming your files in a way that describes what they contain and how they relate to other files. If you want it alphabetical start with the document title or topic. files/folders organisations should use their File Titling Plan, Keyword Thesaurus or Business Classification Scheme (BCS) etc. Simple Key Rules 1. Adopting a File Naming Convention and establishing Metadata Standards will ensure: We have only one available version of any document, with one name, and that is most current. Fill in the wizard, giving it a Subscription, Policy Name and Description In the Category field, I’d suggest you create a new category for ‘Naming’. In Staging, we segment the processes into the different types of marketing processes used for getting things done on the marketing team. Unfortunately, this long history is not reflected in the world’s largest public encyclopedia.”. With a small amount of effort, you can establish proper file naming conventions and avoid this kind of document spaghetti. It is recommended that your OU establish a network folder to store archived web content following the file naming convention described here and maintained as defined in the IEEE Record Management Program. File names should be short. The following elements should be considered when creating a document naming convention guideline or policy. If you can implement a simple, intuitive structure with numbered subdivisions of specific categories and functions, you’re one step closer to improving the searchability (and therefore the utility and actionability) of your internal file structure. Will there be multiple iterations of similar files, many files across different areas of the organization, multiple departments accessing the same area? McKinsey’s identified three challenges here: How can we apply these insights to the problem of file naming conventions, and more broadly, overcoming the challenges of information architecture? For better or worse, the Dewey Decimal system is here to stay, and its longstanding legacy speaks to its efficacy as a file naming convention. Duplicate file names will cause problems. Avoid unnecessary repetition and redundancy in file names and paths In my last blog, we discussed How to split a string using regex in python.. We will also discuss the below topics here. It is straightforward to use and will be easily implemented as Wikipedia’s open-edit nature means there are a lot of ways you can unpack the categorization system. aids in search findability, both on file stores (using Windows “Type here to search”), content management system (CMS) search tools, web “site search” and internet search (Google, Bing, Baidu, etc.). Strictly speaking, you could take these sections and further subdivide with actual decimal points (many larger libraries do) like so: You may also have a genuine need for a more in-depth solution like Dewey Decimal – be sure to consider what the best fit for you might be. A file naming convention is a framework that you use in order to name your files in such a way that it directly conveys the meaning of the file and how it relates to other files 1. These guidelines will help you develop the appropriate folder and file naming conventions for your OU/Department/Function: Using a file folder structure can add organization to your files. In other words, use a naming convention that’s easy to follow, understood by all writers, and meaningful. But they must be renamed as indicated above. The main problem Dewey Decimal solves is organizational. It's better to have a solid naming convention set up than it is to run out of Greek gods when your business starts to bloom. Optimize your processes – either via standardization or harmonization. SharePoint Name Should always be small and meaningful. You should be consistent and descriptive in naming and organizing files so that it is obvious where to find specific data and what the files contain. Failed to subscribe. However, you should determine whether this is necessary or simply overkill, depending on your internal file and process library. It’s never been easier to maintain a proper file naming convention through workflow automation. Whether you’re a small organization or a large enterprise corporation, these principles should be relevant, because they’re designed to consider the needs and requirements of each case before administering any one solution. The naming policy can also help categorize groups in the address book. The goal was to improve ease of use, navigation, and trust. In 1996 Richard Saul Wurman described information architecture as: “the creating of systemic, structural, and orderly principles to make something work – the thoughtful making of either artifact, or idea, or policy that informs because it is clear.”. In fact, bias can actually be helpful here. Where possible information should be included on the defined IEEE business entity that creates and manages the content of the document. Implementing file naming conventions with as little friction as possible can help ensure that documents remain properly organized with little to no effort. You can use the policy to block specific words from being used in group names and aliases. If you don’t, SOP writers may stop using the guidelines and you’ll find it very hard to trace documents. School images should always include the name of the school they are depicting. If your goal is to organize your files and documents so that they are easy to navigate, then it’s worth spending time with the file naming structure so that users can use consistent search terms to find exactly what they’re looking for. In this Process Street article, we’ll cover: This section will consider some best practice conventions for file naming. A good date format is YYYYMMDD or YYMMDD. That’s pretty much where the comparison stops, though – so don’t get too bogged down on it. In any case, your goal is to improve the efficiency and effectiveness of your processes. Sorry, your blog cannot share posts by email. Use the hyphen (-) to delimit words within an element or capitalize the first letter of each word within an element. You might not need a thousand-manifold Dewey Decimal structure to organize your internal files and processes. File naming conventions help you stay organized and makes it easier to identify your files. 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