By: Azatulsheera Mohd Azman & Zarina Musa
When creating a naming convention for documents, it’s important to have a system that ensures clarity, consistency, and easy retrieval. Here are some best practices for naming documents/records:
1. Consistency is Key
- Always use the same format across all documents to maintain uniformity.
- Establish rules for each part of the document name (e.g., date format, project name, version).
2. Key Components to Include
Here are some standard elements that are commonly used in naming conventions for documents:
a. Project or Department Name
- This could refer to the project, department, or business unit to which the document pertains.
- Example: MySEF-3-MGMT-E0XX-MOM_PPM-#1
b. Document Type
- Indicate what type of document it is (e.g., report, presentation, proposal, plan).
- Example: Report, Proposal, Plan.
c. Date
- Use a standardized date format for consistency. ISO format (DD-MM-YYYY) is widely recommended as it sorts easily in chronological order.
- Example: 15 Dec. 2024 or 15-12-2024.
d. Version Number
- If the document is likely to be revised, include a version number.
- Example: draft – d1, d2. final – v1, v2.
3. Avoid Special Characters
- Refrain from using characters like
/,\,:,*,?,<,>,|as they may cause issues with some systems. - Use underscores (
_) or dashes (-) to separate components.
4. Short and Meaningful
- The name should be descriptive but not overly long. A name that’s too long can be cumbersome to use and manage.
- Focus on key aspects that help with identification, such as date, project name, and type.
5. Additional Tips
- Use lower case for all names or follow specific capitalization rules (e.g., CamelCase for readability).
- Avoid spaces in filenames—use underscores or hyphens instead.
- Be mindful of file size and type, especially for emails or when sharing externally. If necessary, add file extensions (e.g.,
.pdf,.docx,.xlsx) for clarity.