A naming convention is a collection of consistent rules followed in naming documents, which should allow users to work effectively, ensure that files can be easily accessed by all who require access and to ensure that individuals are referring to and working on the correct document. The use of consistent naming conventions will improve efficiency by allowing staff to quickly identify the nature of the information contained within a document when searching through an archive or filestore. Folder structures and names are also important in allowing the efficient retrieval of documents. The principles below must be followed when creating new folder structures:
- Folders must be clearly named by a relevant and meaningful subject area.
- The names of individuals should only be used when creating a case file, i.e. not creating a personal folder in a shared filestore.
- Top level folders must be kept to a minimum.
- Ideally, file structures should not exceed six levels of subfolders.
- Folder or document names should not exceed 255 characters (the naming limit set by Windows).
- Appropriate access levels must be assigned depending on necessity to access the documents contained within the folder.
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