Rule 12

The version number of a record should be indicated in its file name by the inclusion of ‘V’ followed the version number and, where applicable, ‘Draft’ or ‘Final’.

Some records go through a number of versions, for example they start out as working drafts, become consultation drafts and finish with a final draft, which may then be reviewed and updated at a later date. It is important to be able to differentiate between these various drafts by giving them each their own number.

Where a version number is applicable, it should always appear in the file name of the record so that the most recent version can be easily identified and retrieved.

Rule 12 Example
	Correct	Incorrect
File name	IEAM2003-2004V03Draft.htm IEAM2003-2004V04Final.htm OrgHier2002V02.xls OrgHier2002V03.xls OrgHier2002V04.xls	Iemodel0304_draftv3.htm Iemodle0304_finalv4htm Org_Hier_2002_v2.xls Org_Hier_2002_v3.xls Org_Hier_2002_v4.xls
Explanation	The first example shows two versions of the income and expenditure attribution model for 2003-2004, version 3 is a draft version and version 4 is the final version. The common abbreviation for the model is used. The covering years are given in four-digit format. The version number is given with two digits so that the versions will appear in numeric order. The second example shows a number of versions of the organisational hierarchy for 2002. In this case none of the versions are marked as draft or final because the nature of the record means that ‘draft’ and ‘final’ are not applicable.

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