Rule 7
Avoid using common words such as ‘draft’ or ‘letter’ at the start of file
names
Avoid using common words such as ‘draft’ or ‘letter’ at the start
of file names, or all of those records will appear together in the file
directory, making it more difficult to retrieve the records you are looking for.
You may only ignore this rule if starting file names with these sorts of
words aids the retrieval of the records. See rule 8 for further details.
Rule 7 Example
|
Correct |
Incorrect |
| File name |
/…/Publicity/
AdvertisingV01Draft.rtf
AdvertisingV05Final.rtf
BudgetReport2002-2003V20Final.rtf
BudgetReport2003-2004V15Draft.rtf
GrantS20040312.rtf
OfficeProceduresV10Draft.rtf
ThomasA20031205.rtf
(Ordered alphanumerically as the files would be in the directory list) |
/…/Publicity/
DraftAdvertising.rtf
DraftBudgetReport2003-2004.rtf
DraftOfficeProcedures.rtf
FinalAdvertising.rtf
FinalBudgetReport2002-2003.rtf
LetterAThomas.rtf
LetterSGrant.rtf
(Ordered alphanumerically as the files would be in the directory list) |
| Explanation |
The file directory will list files in alphanumeric order.
This means that all records with file names starting “Draft” will be listed together. When
retrieving files it will be more useful to find the draft budget report next to the previous
year’s budget, rather than next to an unrelated draft record. |
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