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 (such as 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 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. Make sure that it is short, to the point, and readily recognisable to you and your colleagues. Example Correct file name /…/Website/ 20040301WebStats.rtf 20040401WebStats.rtf (Ordered alphabetically as the files would be in the directory list) Incorrect file name /…/Website/ WebStats20040301.rtf WebStats20040401.rtf (Ordered alphabetically 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. Correct file name /…/Planning/ Budget2003-2004V10.xls Budget2003-2004V10.xls (Ordered alphabetically as the files would be in the directory list) Incorrect file name /…/Planning/ 2003-2004BudgetV10.xls 2003-2004BudgetV10.xls (Ordered alphabetically as the files would be in the directory list) Explanation: 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. This article was published on 2024-04-17
