INNOVATION May-June 2019

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C ontinUeS From PaGe 42...

Once you have identified the elements to include in your standard file names, think about the order in which they will appear in the file name. Consider how you want files to be listed within a directory. What is the most important means to identify a file? Do you want all letters, reports and other types of documents to be grouped together, or is the project number the most important identifier? Or maybe it is important to list the files chronologically. With input from others, come up with an order for the selected elements that will help users find files more easily. Since a user may resave a file and change the date listed in the directory long after a document has been issued, many firms include a date in the filename. When you include a date, use a configuration, such as “yyyymmdd” or “yyyy-mm-dd” that will sort chronologically. Descriptors are useful for uniquely naming a file. They should be used to help to explain the content of the document contained in the file, such as what is included in a change order or what is the subject of a letter. Also, they allow the user to have some personalization of the file name. If you include a descriptor in your naming conventions, limit the number of characters and place the descriptor at the end of the string so that the files are sorted using other more standard elements. Developing standard file naming conventions should not be hard work and if done well, should make it easier for users to find and retrieve files. The effort to change file naming behaviour should be well worth the results. Marg Latham is President of Aqua Libra Consulting Ltd., a management consulting firm that helps clients in the public and private sector improve professional practice, quality management and project delivery.

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