For example, ieee-ops-manual.pdf > the current version available and linked on IEEE.org, 20170901-ieee-ops-manual.pdf > an archived version. When you focus on solving these problems early, before you grow and expand too large, you solve a simple problem before it grows wildly unmanageable. 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. One of the most important questions you can ask is: Who are you organizing your files for? As you do so, rename that file so you will know which version or date it relates to. 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. File Naming Convention Policy Version 1.0 Page 6 of 16 Issue Date: 01/05/2010 ID Number: CS-POL001 4.1 WYFRA (Strict) Naming Convention The following explains the naming convention that has been approved for introduction by Management Team at WYFRA. If you don’t, SOP writers may stop using the guidelines and you’ll find it very hard to trace documents. Optimize your processes – either via standardization or harmonization. In fact, Wikipedia itself states: “There are two ways to look things up in Wikipedia: by searching or by browsing.”. What’s the lesson here? You might not need a thousand-manifold Dewey Decimal structure to organize your internal files and processes. This is particular true when it comes to IEEE websites. Oliver Peterson is a content writer for Process Street with an interest in systems and processes, attempting to use them as tools for taking apart problems and gaining insight into building robust, lasting solutions. Over-standardization – to the point where processes become so rigid and inflexible that they are rendered ineffective. 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? Try not to make file names too long, since long file names do not work well with all types of software. Wikipedia is one of the largest collaborative works of human knowledge on the planet in recorded history, but have you ever considered how that information is structured? Give your file a distinctive, human-readable name that gives an indication of the content. 3. While it may look easier to read, it creates other problems, for example, readers ‘seeing’ two file names instead of one. Small businesses are in a great position to implement really solid file naming conventions and standardize their processes. In any case, your goal is to improve the efficiency and effectiveness of your processes. 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.”. 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. A good date format is YYYYMMDD or YYMMDD. Avoid extra long folder names and complex hierarchical structures but use information-rich filenames instead. Whysel was part of the group proposing the WikiProject Information Architecture; an attempt to improve Wikipedia’s information architecture from top-down, starting with their high-level categories and moving down to the content on each individual page. 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. 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? Conventions differ in their intents, which may include to: Allow useful information to be deduced from the names based on regularities. Go to the portal - ‘All Services’ - ‘Policy’, and click ‘+Policy Definition’. Author/Creator/Ownership: All files should include the Author/Creator/Ownership in the file name. It’s less of a problem when you just want to organize a set of files or processes for your internal organization. Unfortunately, this long history is not reflected in the world’s largest public encyclopedia.”. 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. With a small amount of effort, you can establish proper file naming conventions and avoid this kind of document spaghetti. This becomes a question of process standardization vs process harmonization. 1. Table 1. Avoid Spaces – Don’t use blank spaces, dashes, punctuation or special characters in file names. In my last blog, we discussed How to split a string using regex in python.. We will also discuss the below topics here. 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. Process standardization means making one process for one job and keeping it the same, no matter where you use it. That’s where subfolders come in. 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. The challenge you face will come when you reach the point of having 1,000 different establishments in different countries, that need to follow different laws and regulations, or sell different products or services. Why can’t everyone just use proper file naming conventions? What does “efficiency” or “effectiveness” mean for information management? 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. Eliminate File Naming Guesswork with Workflow Automation. Content on IEEE websites is often linked to other IEEE sites so it is important to have a. They should be concise, but contain sufficient information and be meaningful enough to explain the … Sorry, your blog cannot share posts by email. The naming policy can also help categorize groups in the address book. Title: All file names should have "real" title that mirrors the on-page document title. Another important takeaway is the demonstration that most companies are bad at managing their processes. 'File names' are the names that are listed in the file directory and that users give to new files when they save them for the first time. Where possible information should be included on the defined IEEE business entity that creates and manages the content of the document. Ensure IEEE’s copyright and other intellectual property rights are protected. In fact, bias can actually be helpful here. The checklist is superpowered by our workflow automation features like: conditional logic, role assignments, Approvals, and stop tasks! However, you should determine whether this is necessary or simply overkill, depending on your internal file and process library. But they must be renamed as indicated above. , [ ] { } ' " and | should be avoided. What’s the point here? “Dewey Decimal” refers to a file naming convention named after a 19th century American librarian named Melvil Dewey. FILE NAMING A file name should enable disambiguation among similar files and, for large numbers of files that make up a dataset, facilitate sorting and reviewing. They found that of the 300 top executives surveyed, 85% believed that processes “help them share knowledge across divisions and regions”, with a key takeaway being that standardized processes help to improve performance across the board. OU, Department, Group, Team, business entity (Society, Board or Committee, initiative, etc.). A systematic way of naming files. Interview. Updated versions should have the identical name to the prior file. If you need your files ordered chronologically start with the date. The file names are sequentially logical It may be that you’re organizing internal media files in a remote organization, or for a local intranet – in that case, you probably want the files to be human-readable. In Staging, we segment the processes into the different types of marketing processes used for getting things done on the marketing team. A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. In this Process Street article, we’ll cover: This section will consider some best practice conventions for file naming. How you organize and name your files will have a big impact on your ability to find those files later and to understand what they contain. 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. Take a look at our Process Library Checklist below: As you can see, this is more than just your typical to-do list. Be consistent. Information architecture is a broad concept that can be applied to any kind of knowledge management. Always use a small and meaningful name for SharePoint site, subsite, list or document library names. It is straightforward to use and will be easily implemented as 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. SharePoint Name Should always be small and meaningful. Simple Key Rules 1. / $ … 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. Source. Strictly speaking, you could take these sections and further subdivide with actual decimal points (many larger libraries do) like so: How you approach this practically will depend on your company. It makes the daunting task of getting everything organized a lot more simple, right? So we are going to need to create a Custom Policy. Probably the best file naming convention ever; Probably the best file naming convention ever . One of the pitfalls of the original Dewey Decimal Classification as a library naming convention is the fact that it tends to reflect any biases in its organizational structure. And in a shared or collaborative group file-sharing setting, it will help others more easily navigate your work. This is particular true when it comes to IEEE websites. How many different files do you have to open before you find what you’re looking for? Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. However, any structured naming convention that attempts to be all encompassing may result in overkill and unwieldiness. 6. The more organized you can be with your internal information, the more efficient and effective you can be in your business goals. Your files will be grouped together based on the first few components. Different teams in an organization will have different biases towards organizational structure, including how core files and procedure documents are stored. It’s purely utilitarian, and designed to be easy to follow for any new members. Keep it practical. Before replacing a file, download the prior file to be moved to appropriate storage. Adding rich Metadata to non-html files (pdf, xlsx, docx, pptx, csv, jpeg, psd, etc.) Introduction: While many organizations start out naming their devices as Greek gods or fictional characters, it's not scalable in a large organization. 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. McKinsey also published a more recent study, Getting Ruthless With Your Processes, which provides some interesting insights. Revising, Updating and Archiving Web Content. Tip When using personal names, always give family name at the start of file name and use a standard format for first names. 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. Avoid obscure or cryptic terms. Archive is for old processes we don’t need anymore (but still want to keep a record of), Quality Review is where processes go before they get moved into “Live”, after someone takes a proper look over them, and Sandbox is where each process begins its life, as a test or rough draft. 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. As a SMB, you don’t have so many internal processes, so it’s easier to manage them all and get to the point where you have everything under control. File names should allow you to identify a precise experiment from the name. Please, try again later. However, the documents are not really theirs – they belong to the firm – and having mutually agreed-upon, firm-wide naming conventions for documents enables all users to find documents more quickly. File naming conventions help you stay organized and makes it easier to identify your files. There aren’t any builtin policies in Azure for naming conventions (at time of writing). 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. A compelling reason would be for example, if there is a need to make old versions available via link, to allow downloads, etc. Project or experiment name or acronym 2. It was also originally designed to be organized by discipline, as opposed to topic. Non-html files are typically crawled and indexed by web search engines, so adding file metadata aids internet findability and SEO (search engine optimization). In a similar thought, a file naming convention could also be an agreed-upon scheme on how to label files and folders 2. 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. Your email address will not be published. First off, let’s create an example policy to manage the names allowed for Virtual Networks. The best way to explain how the Dewey Decimal system works is by showing. The thing about file naming conventions, is that you need to design the solution around your needs. To enforce consistent naming conventions for Microsoft 365 groups created or edited by your users, set up a group naming policy for your organizations in Azure Active Directory (Azure AD). Applying the File Naming Convention (FNC) to documents you create and maintain on IEEE networks and equipment is strongly encouraged. @ # $ % ^ & * ( ) ` ; < > ? No file naming convention or folder structure is going to be perfect. Make implementing good file and folder naming conventions a part of your business and your life. Implement top-down changes – this helps establish clear best practices for knowledge management and will also help to build a more effective. Some software will not recognize file names with spaces. Check out the Wikipedia Contents page to see what I mean. File naming conventions help you stay organized and makes it easier to identify your files. Why over-complicate things if a simple, more elegant solution would work just fine? Try to keep it under 30 characters. Post was not sent - check your email addresses! Don’t go overboard but if you find yourself dumping 50+ files in a single folder, you might want to add a subfolder. Originally, it was a method of organizing information (books) based on 10 main classes that attempted to cover… well, pretty much everything. This has changed over the years, and many places, libraries and other such organizations, implement their own flavor of Dewey Decimal. The main problem Dewey Decimal solves is organizational. We should remember that the Dewey Decimal Classification (DDC) was first and foremost a system designed to be used in libraries. In any case, building solid information architecture will depend on a deep understanding of what information you have, and the most efficient and effective way to make sense of all of that. Let’s return to the idea of information architecture. Adopting a File Naming Convention and establishing Metadata Standards will ensure: These Guidelines apply to all documents uploaded to or created on IEEE’s websites, whether public or private, internal or external. Use only alpha-numeric characters. And that’s it! Avoid unnecessary repetition and redundancy in file names and paths For example, the bias of the engineering team might be useful when deciding how the files and/or processes for that team should be organized. Choose a format for naming your files and use it consistently. files/folders organisations should use their File Titling Plan, Keyword Thesaurus or Business Classification Scheme (BCS) etc. Here’s a table organized using Dewey Decimal: Notice on the left hand side, there are numbers from 000 to 999. All IEEE documents are to include metadata values for the following fields: Sophia A. Muirhead, General Counsel and Chief Compliance Officer, Jacki Cheslow, CCEP, CCEP-I, CRM, Global Compliance Program Leader, Daniel L. French, Senior Employment and Commercial Attorney, Dana Willis, Senior Counsel, Commercial Affairs, Rebecca Tweneboah, Counsel, Commercial Affairs, Jonathan Wiggins, Senior Intellectual Property Attorney and Chief Privacy Officer, Danny Mack, Intellectual Property Paralegal, Pryia Davis, Executive Assistant to the General Counsel, Amika Gopee, Legal Administrative Assistant, IEEE Metadata Standards and File Naming Convention Guidelines. The version number of a record should be indicated in its file name by the use of “v” followed by the version number. Is the folder structure unnecessarily complex, taking 10 clicks through empty category folders before reaching the destination file? It is essential to establish a FNC before you begin collecting data to prevent against a backlog of unorganized files that could lead to misplaced or lost data. If you run a small business, you don’t need five different documented processes for storing documents or dealing with different projects and clients. 16th November 2012. The conventions assume that a logical directory structure or filing scheme is in place and that similar conventions are used for naming the … 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. 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. Keep file names short, meaningful and easily understandable to others. How you organize and name your files will have a big impact on your ability to find those files later and to understand what they contain. Avoid using special characters such as: ? Location/spatial coordinates 3. 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.). Effectiveness can be understood as whether or not the file naming conventions help or hinder the completion of daily tasks. SharePoint Naming Conventions Best Practices. File names should be short. Naming Conventions – users rebel against the concept of guidelines as to how to name “their” documents. In this python tutorial, we will discuss in detail on Python naming conventions.Like how to use naming convention in python in case of class, variable, functions, object, file name, module, constant, package, global, variable, etc.. In other words, use a naming convention that’s easy to follow, understood by all writers, and meaningful. File Naming Convention. So what can we learn from this naming convention? Websites are a great, pragmatic example of informational architecture – they’re quite literally formal systems of information organized into a navigable and interactable interface. A consistent naming convention allows teams to identify both duplicated records/obsolete versions and University records of enduring business value Hyperlinks, site maps, and navbars all represent the architecture (the links between different pieces of information) of the websites you’re viewing. Having a file name policy in place will assist with managing your electronic records. School images should always include the name of the school they are depicting. Use the hyphen (-) to delimit words within an element or capitalize the first letter of each word within an element. to establish a file naming convention within their own digital collections and will conclude with a file naming convention suggestion for the University of Iowa Library’s Digital Collections. Change the name and the link will either break or take you to obsolete or updated files. 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. However, choosing the right file naming conventions accomplishes these objectives: The file naming groups common references together (customer, invoice, legal documents, etc.) If you only have a handful of files, you probably don’t need one. Tell us about your experiences (or horror stories) in the comments below! If we take Wurman as a start, then IA is a field of practice that is approaching its 40th anniversary. Subfolders help create logical groups within your larger categories. Failed to subscribe. 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. Things to … Obviously, this won’t work if you need to work across different countries or navigate different regulations. 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? Date or date ran… Required fields are marked. Firstly, keep document names short and relevant. Duplicate file names will cause problems. Naming the documents after clients or projects makes them that bit easier to find. Archived versions should not be stored on the web content platforms such as, AEM or Joomla, unless there is a compelling reason to do so.
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