Rule 9

The file names of records relating to recurring events should include the date and a description of the event, except where the inclusion of either of these elements would be incompatible with rule 2

The file names of records relating to recurring events (e.g. meeting minutes and papers, weekly, monthly or annual reports, event management and budget planning documents) should include both the date and the event name or event description so that the record can be identified and retrieved.

When deciding the order of the elements consider rule 8. Date first will usually be appropriate for events that are time specific and recurring. Event first will usually be appropriate for events that are infrequent, but regularly recurring.

The event description could be the title of the event or the subject of the event, whatever description you choose, ensure that it is short, to the point, and readily recognisable to you and the colleagues you work with.

Rule 9 Example
	Correct	Incorrect
File name	/…/Website/ 20040301WebStats.rtf 20040401WebStats.rtf /…/Planning/ Budget2003-2004V10.xls Budget2004-2005V01Draft.xls (Ordered alphanumerically as the files would be in the directory list)	/…/Website/ WebStats20040301.rtf WebStats20040401.rtf /…/Planning/ 2003-2004BudgetV10.xls 2004-2005BudgetV01Draft.xls (Ordered alphanumerically as the files would be in the directory list)
Explanation	The first example shows the website statistic reports which are created on a monthly basis. Because the reports recur frequently and are retrieved by date it is most appropriate that the date is given first. Also remember rule 2; in some cases it may be appropriate for the folder to be called “WebStats”, in which case the file names only need to include the date. For another example see the first rule 8 example. The second example shows annual budget reports. Because the reports are annual and likely to be retrieved by the description rather than the date, it is likely that it will be most appropriate for the description element to come first. Also remember rule 2; in some cases it may be appropriate for the folder to be called “Planning2003-2004”, in which case the file names only need to include a description. For another example see the second rule 8 example.

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