Use two digit numbers
Rule 4: When including a number in a file name always give it as a two-digit number, unless it is a year or another number with more than two digits.
The file directory displays file names in alphanumeric order. To maintain the numeric order when file names include numbers it is important to include the zero for numbers 0-9. This helps to retrieve the latest record number.
Example
- Correct file names
- OfficeProceduresV01
- OfficeProceduresV02
- OfficeProceduresV03
- OfficeProceduresV04
- OfficeProceduresV05
- OfficeProceduresV06
- OfficeProceduresV07
- OfficeProceduresV08
- OfficeProceduresV09
- OfficeProceduresV10
- OfficeProceduresV11
- (Ordered alphanumerically as the files would be in the directory list)
- Incorrect file names
- OfficeProceduresV1
- OfficeProceduresV10
- OfficeProceduresV11
- OfficeProceduresV2
- OfficeProceduresV3
- OfficeProceduresV4
- OfficeProceduresV5
- OfficeProceduresV6
- OfficeProceduresV7
- OfficeProceduresV8
- OfficeProceduresV9
- (Ordered alphanumerically as the files would be in the directory list)
- Explanation:
- This example shows the successive versions of an office procedures document. If two-digit numbers are used, the latest version will always be at the bottom of the list.