File naming conventions for the DMS #KM101 #content-management #governance


Connie Crosby
 

Hello Esteemed KM Colleagues:


Do you know of any helpful articles or standards on file naming for document management systems? Or perhaps you have some guidance to share? 

This is a "KM 101" topic and not the first time I'm being asked for advice, but I cannot find much written on it. 

I am currently doing an environmental scan on behalf of a law firm client. We are aware a lot is taken care of by other metadata and search, but they feel it important to also standardize how things are named to improve findability, especially when a search pulls up 20-30 or more documents. 

Most articles I am finding pertain to file naming for shared drives and not to the DMS. 

We have found these but I welcome others-- 

Much appreciated,
Connie

Connie Crosby
​Crosby Group Consulting

Toronto, ON  Canada
+1 416-919-6719
connie@... | conniecrosby@... | @conniecrosby


Chris Leljdal
 
Edited

Connie;

I have attached a short article that may help.  When faced with issues of file naming I always fall back on basic taxonomic principles.  The attached article may be helpful.
Taxonomy+Development.pdf

Best Regards

Chris D. Leljedal, PhD
   Knowledge Management Specialist
   PHEAA
   cleljeda@...
   717-720-2031






From:        "Connie Crosby conniecrosby@... [sikmleaders]" <sikmleaders@...>
To:        sikmleaders@...
Date:        10/26/2016 04:56 PM
Subject:        [external][sikmleaders] File naming conventions for the DMS
Sent by:        sikmleaders@...




 
Hello Esteemed KM Colleagues:

Do you know of any helpful articles or standards on file naming for document management systems? Or perhaps you have some guidance to share? 
This is a "KM 101" topic and not the first time I'm being asked for advice, but I cannot find much written on it. 
I am currently doing an environmental scan on behalf of a law firm client. We are aware a lot is taken care of by other metadata and search, but they feel it important to also standardize how things are named to improve findability, especially when a search pulls up 20-30 or more documents. 
Most articles I am finding pertain to file naming for shared drives and not to the DMS. 
We have found these but I welcome others-- 
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Connie Crosby
 

On Thu, Oct 27, 2016 at 7:12 AM, Christopher D Leljedal cleljeda@... wrote:

Connie; 

I have attached a short article that may help.  When faced with issues of file naming I always fall back on basic taxonomic principles. 


Thanks so much, Chris. And good point! I am versed in taxonomy development fortunately. Indeed, I will be doing some of this work when I develop out a taxonomy/controlled vocabulary for tags later on for a subset of the documents.  

Here are some of the questions I have, especially given that data such as date, client name, project (matter) number, and document type will already be captured in other fields: 
  • What is key information to include in a document name?
  • To use abbreviations or not? 
  • Does it matter what order words are in?  Theoretically it shouldn't matter when using search, but in practical terms if one pulls up a sub-set of documents, the order might help with browsing through 20-30 or more items. 
  • If you set some standards, what is the best way to "enforce" or get everyone doing it?
  • Do you go back and clean up documents already created? 
​Thanks kindly!
Connie​


Connie Crosby
Crosby Group Consulting
Toronto, Ontario, Canada
416-919-6719 | connie@... | http://twitter.com/conniecrosby



Patrick Lambe
 
Edited

Connie
 
The key to good file naming conventions is above all to have agreed, consistent practices, and to be clear about the objectives you want to achieve from adopting them. We put together some guidelines gleaned from a number of policies and guidelines from government agencies, universities, and then adapted for clients. Document attached.
P
 
 
 

Patrick Lambe
Partner
Tel: +65 62210383

On 27 Oct 2016, at 8:13 PM, Connie Crosby conniecrosby@... [sikmleaders] <sikmleaders@...> wrote:
 
On Thu, Oct 27, 2016 at 7:12 AM, Christopher D Leljedal cleljeda@... wrote:

Connie; 

I have attached a short article that may help.  When faced with issues of file naming I always fall back on basic taxonomic principles. 

 
Thanks so much, Chris. And good point! I am versed in taxonomy development fortunately. Indeed, I will be doing some of this work when I develop out a taxonomy/controlled vocabulary for tags later on for a subset of the documents.  
 
Here are some of the questions I have, especially given that data such as date, client name, project (matter) number, and document type will already be captured in other fields: 
  • What is key information to include in a document name?
  • To use abbreviations or not? 
  • Does it matter what order words are in?  Theoretically it shouldn't matter when using search, but in practical terms if one pulls up a sub-set of documents, the order might help with browsing through 20-30 or more items. 
  • If you set some standards, what is the best way to "enforce" or get everyone doing it?
  • Do you go back and clean up documents already created? 
​Thanks kindly!
Connie​

Connie Crosby
Crosby Group Consulting
Toronto, Ontario, Canada
416-919-6719 | connie@... | http://twitter.com/conniecrosby

 

 
 


Connie Crosby
 

On Thu, Oct 27, 2016 at 3:06 PM, Patrick Lambe plambe@... [sikmleaders] <sikmleaders@...> wrote:
Connie

The key to good file naming conventions is above all to have agreed, consistent practices, and to be clear about the objectives you want to achieve from adopting them. We put together some guidelines gleaned from a number of policies and guidelines from government agencies, universities, and then adapted for clients. Document attached.


​Thank you, Patrick! I like how you have summarized the needs and issues. We have a little project charter that outlines some of this (this is a pilot process improvement project for the firm), but this format makes it easier to follow.

​Connie​


Chris Leljdal
 

  • What is key information to include in a document name? This is something that should be agreed to by all within the organization (to prevent later issues) You have already mentioned a few of the key ones, project name, date, customer.  This is basically up to you-it should nest with the taxonomy as additional meta-data to support a search
  • To use abbreviations or not? Unless the abbreviations are widely known and those searching the information understand what the abbreviations mean I would stay away form abbreviations.  They add confusion.  
  • Does it matter what order words are in?  Theoretically it shouldn't matter when using search, but in practical terms if one pulls up a sub-set of documents, the order might help with browsing through 20-30 or more items.   The order will not matter because the search engine will be focused on the words and Boolean symbology to find what the requester is looking for.  
  • If you set some standards, what is the best way to "enforce" or get everyone doing it?  This is a difficult thing to do.  If you can link the "changes" to business rules or practices signed and approved by leadership this is greatly helpful.  It is also helpful to tie it to employee reviews if at all possible.  Employees tend to do what their bosses check and require.  
  • Do you go back and clean up documents already created?  I would recommend that this occur, like any library or archive this is a normal business practice in order to keep the system consistent.  The main reason this is done is that if you institute a new search system and do not convert the old system then huge gaps will be opened because the new system cannot find the old documents because they are tagged differently.  



  • Best Regards

    Chris D. Leljedal, PhD
       Knowledge Management Specialist
       PHEAA
       cleljeda@...
       717-720-2031



From:        "Connie Crosby conniecrosby@... [sikmleaders]" <sikmleaders@...>
To:        sikmleaders@...
Date:        10/27/2016 02:13 PM
Subject:        [external]Re: [sikmleaders] File naming conventions for the DMS
Sent by:        sikmleaders@...




 

On Thu, Oct 27, 2016 at 7:12 AM, Christopher D Leljedal cleljeda@... wrote:

Connie; 

I have attached a short article that may help.  When faced with issues of file naming I always fall back on basic taxonomic principles. 


Thanks so much, Chris. And good point! I am versed in taxonomy development fortunately. Indeed, I will be doing some of this work when I develop out a taxonomy/controlled vocabulary for tags later on for a subset of the documents.  

Here are some of the questions I have, especially given that data such as date, client name, project (matter) number, and document type will already be captured in other fields: 

  • What is key information to include in a document name?
  • To use abbreviations or not? 
  • Does it matter what order words are in?  Theoretically it shouldn't matter when using search, but in practical terms if one pulls up a sub-set of documents, the order might help with browsing through 20-30 or more items. 
  • If you set some standards, what is the best way to "enforce" or get everyone doing it?
  • Do you go back and clean up documents already created? 
    ​Thanks kindly!
    Connie​


    Connie Crosby
    Crosby Group Consulting
    Toronto, Ontario, Canada
    416-919-6719 | connie@... | http://twitter.com/conniecrosby



This message contains privileged and confidential information intended for the above addressees only. If you receive this message in error please delete or destroy this message and/or attachments.

The sender of this message will fully cooperate in the civil and criminal prosecution of any individual engaging in the unauthorized use of this message.

Code:PHEAA