File Naming

Appropriate file naming is essential to allow accurate identification of content for retrieval. In most functions, using a combination of a date and standard title representing the content or function is sufficient. Document naming conventions can be established as routine procedures for many documents related to operations. Some examples include the following:
  • MM-DD-YY Approval Memo (or E-mail or Letter or Form)
    It may be helpful for retrieval to include the type of document format, such as e-mail or form, for correspondence.
  • MM-DD-YY Status Report (File suffix (.doc, .xls) will identify type of document)
  • MM-DD-YY (Recipient Name) E-mail
  • MM-DD-YY Form Title-Person Name or another Identifier
Use of the date allows for an easy sequential organization of files related to a process. Numerical suffixes can identify consecutive content related to a document or subject. Managers or supervisors can establish naming conventions appropriate to the needs of their operations and train employees to use them.
CAUTION: Excessively long folder or document names may result in file corruption that prevents document actions, such as moving or copying document files.