Asset/Document Management Naming Conventions
This document represents the asset/document management that needs to be maintained for consistency in the systems. This process is to be executed and controlled by the BLT operations staff.
The primary objective of this document is to:
- Outline the naming conventions used by BLT in various systems and documents.
WHAT YOU SHOULD DO
Use capital words to delimit words and not spaces.
Long file names mean long file paths and long URLs which increase the likelihood of error, are more difficult to remember and recognize. Some words add length to a file name but do not contribute towards the meaning, for example words like “the”, “a”, and “and”. These prepositions can be removed.
- When using a date in the file name, these are the recommended formats:
YYYYorYYYYMMorYYYYMMDD.
Explanation: If using a date in the file name, always state the date and least significant digit first and in this format: YYYY or YYYYMM or YYYYMMDD. We maintain the chronological order of our records by giving dates that are arranged in this manner. This method also allows us to easily maintain the records in the file directory and also helps us find the latest dated record.
- Come up with the most appropriate way to retrieve records and order the elements in that way.
Explanation: Order the elements in a file name in the most appropriate way to retrieve the record. The elements to be included in a file name should be ordered according to the way in which the record will be retrieved during the course of everyday business. For example, if the records are retrieved according to their date, the date element should appear first. If the records are retrieved according to their description, the description element should appear first.
- Add a two-digit number rather than a one-digit number when including a number in a file name.
Explanation: Order the files alphanumerically as they would be in the directory list. When including a number in a file name, always give it as a two-digit number rather than one-digit number. To maintain the numeric order when file names include numbers, include the zero for numbers 0-9, unless it is a year or another number with more than two digits to keep files the same length.
- Version numbers (if applicable) should always appear in the name of the record. This allows the most recent version to be easily identified and retrieved.
Explanation: Where a version number is applicable, it should always appear in the file name of the record, so that the most recent version can be easily identified and retrieved. Some records go through a number of versions, which may then be reviewed and updated at a later date. It is important to be able to differentiate between these various drafts and the final version by giving them each their own number and designation.
- Use meaningful folder names.
Explanation: Folder names should indicate the folder’s contents and reflect the functions, activities, and transactions that you carry out. Avoid using team names as the basis for folder names as your organisational structure may change; and, vague names like Misc.
WHAT YOU SHOULD NOT DO
Even if your operating system allows you, don't save files containing these characters
* : \ / < > | " ? [ ] ; = + & £ $. You may encounter difficulties searching for or opening them, so they should be avoided.Don't use initials, abbreviations, and codes that are not commonly understood.
Avoid using common words such as
draftorletterat the start of file names, unless doing so will make it easier to retrieve the record.Avoid unnecessary repetition and redundancy in file names and file paths.
ACCESS CONTROLS
You need to have access to BLT’s directories to proceed with the Asset, Document Management, and Naming Conventions.
CONFIGURATION
The objective is to configure the name of the files and directories according to the guidelines provided.
KEY CONTACTS
Document Maintenance: Mark Bohn, mark.bohn@bltgv.com Alina Cherkashyna, alina.cherkashyna@bltgv.com
Process Changes: Alina Cherkashyna, alina.cherkashyna@bltgv.com
FAQS
Why is the naming convention so important?
The naming convention is important because it helps us to arrange the files in our directories and also helps us to find files for our day-to-day activities.
To whom does the naming convention benefit?
Answer: The naming convention benefits all the staff members and the stakeholders of BLT. Most importantly, the naming convention reduces the pressure on the administrative staff.
If I am confused, who should I ask for help?
Answer: You can refer to section called KEY CONTACTS as well as contact the people in charge via their email.