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.
Rule 4 Example
|
Correct |
Incorrect |
| File name |
OfficeProceduresV01
OfficeProceduresV02
OfficeProceduresV03
OfficeProceduresV04
OfficeProceduresV05
OfficeProceduresV06
OfficeProceduresV07
OfficeProceduresV08
OfficeProceduresV09
OfficeProceduresV10
OfficeProceduresV11
(Ordered alphanumerically as the files would be in the directory list) |
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. |
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