Records Management 101: Document naming conventions

Summary

This training module emphasizes the importance of standardized document naming conventions to improve organization and retrieval of electronic records. It outlines what constitutes a naming convention and highlights the necessity of including key elements such as subject, revision status, and date. The training also discusses effective ways to manage document versions, using clear labels for drafts and final documents. By adopting a systematic approach to naming, users can easily identify document contents and statuses, facilitating better management and collaboration within teams. The video concludes by encouraging departments to adapt the UBC naming standard to meet their specific needs.

Takeaways

• 😀 A standardized naming convention helps in identifying the subject, status, and relevance of electronic documents.
• 📂 Consistent file names prevent confusion and save time by reducing the need to open files to ascertain their content.
• 📝 Effective file names should include key elements such as contract codes, subjects, and dates.
• 🔍 Use underscores to separate elements in file names to avoid issues with character limits in nested folders.
• 📅 Adhere to the ISO date format (year-month-day) for easier chronological sorting of documents.
• 🔄 Implement revision control by using letters (e.g., Rev A) for drafts and replacing them with numbers for final versions.
• ❌ Avoid labeling documents as 'final' if further revisions may occur to prevent confusion.
• 📥 Save finalized documents as PDFs to ensure the content remains unchanged and to provide a fixed version for distribution.
• 📑 Proper document naming should be applied consistently across the department for efficiency.
• 📞 The records management department can assist units in adapting standardized naming conventions to their specific needs.

Q & A

What is a naming convention?

A naming convention is a consistent method for creating file names for electronic records, designed to convey the document's subject, status, and whether it is a final record.

Why is a standardized naming convention important?

A standardized naming convention is important because it helps in quickly identifying and retrieving documents without the need to open each file, thus saving time and reducing confusion.

What elements should be included in a file name?

File names should ideally include a contract code, subject, and date. Additional elements like revision status may also be included if necessary.

How can you determine the status of a document from its name?

The status of a document can be indicated through elements such as 'draft', 'final', or revision letters (e.g., Rev A, Rev B), which specify the document's stage in the review process.

What is the recommended format for the date in file names?

The recommended format for the date in file names is the ISO standard of year-month-day (YYYY-MM-DD), which helps in chronological sorting.

What issues can arise from using special characters in file names?

Using special characters can cause confusion as they may be mistaken for computer commands and can also lead to compatibility issues when saving or sharing files.

How should revision control be managed in document naming?

Revision control can be managed by appending letters (A, B, C, etc.) for drafts, and once finalized, replacing the revision letter with a number starting at zero to indicate the final version.

What does it mean when a document name includes 'final'?

When a document name includes 'final', it signifies that the document is complete and has been approved for distribution, but it should be used carefully to avoid confusion about its revision status.

Why is it recommended to save finalized documents as PDFs?

Finalized documents should be saved as PDFs to provide a fixed version that cannot be easily altered, ensuring that the content remains consistent when shared.

How can teams adapt the UBC document naming standard?

Teams can adapt the UBC document naming standard by consulting the records management department at UBC, which can help tailor the guidelines to fit the specific needs of the unit.