Standard Naming Conventions for Electronic Records
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Audience and purpose
- This document has been prepared as part of the Policy and Planning (PP)
Records Management Project and is aimed primarily at all colleagues working
within Policy and Planning (PP). However, it is hoped that the conventions
will also be applicable to colleagues working in other University units,
whether they are administrative or academic units.
- This document is intended to provide a common set of rules to apply to
the naming of electronic records. The conventions are primarily intended for
use with Windows based software and documents such as word-processed
documents, spreadsheets, presentations, emails and project plans. 'File
names' are the names that are listed in the file directory and that users
give to new files when they save them for the first time.
- The conventions assume that a logical directory structure or filing
scheme is in place and that similar conventions are used for naming the
levels and folders within the directory structure.
Why use naming conventions?
- Naming records consistently, logically and in a predictable way will
distinguish similar records from one another at a glance, and by doing so will
facilitate the storage and retrieval of records, which will enable users to
browse file names more effectively and efficiently. Naming records according to agreed conventions should also make file
naming easier for colleagues because they will not have to ‘re-think’ the
process each time.
What should I do?
- Use the file naming rules to name your electronic documents.
Version 10, July 2007
- Based on office standards produced by
an MIS development unit, July 2002, and published by JISC infoNet at:
and on Good practice in managing electronic documents using Office 97 on a
local area network published by The National Archives at:
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