Avoid common words
Rule 7: Avoid using common words, such as 'draft' or 'letter', at the start of file names.
Avoid using common words such as 'draft' or 'letter' at the start of file names, or all of those records will appear together in the file directory, making it more difficult to retrieve the records you are looking for.
You may only ignore this rule if starting file names with these sorts of words aids the retrieval of the records. See rule 8 for further details.
Rule 8: Order elements appropriately
Example
- Correct file name
- /…/Publicity/
- AdvertisingV01Draft.rtf
- AdvertisingV05Final.rtf
- BudgetReport2002-2003V20Final.rtf
- BudgetReport2003-2004V15Draft.rtf
- GrantS20040312.rtf
- OfficeProceduresV10Draft.rtf
- ThomasA20031205.
- (Ordered alphanumerically as the files would be in the directory list)
- Incorrect file name
- /…/Publicity/
- DraftAdvertising.rtf
- DraftBudgetReport2003-2004.rtf
- DraftOfficeProcedures.rtf
- FinalAdvertising.rtf
- FinalBudgetReport2002-2003.rtf
- LetterAThomas.rtf
- LetterSGrant.rtf
- (Ordered alphanumerically as the files would be in the directory list)
- Explanation:
- The file directory will list files in alphanumeric order. This means that all records with file names starting ‘Draft’ will be listed together. When retrieving files it will be more useful to find the draft budget report next to the previous year’s budget, rather than next to an unrelated draft record.