Rule 4: When including a number in a file name always give it as a two-digit number, unless it is a year or another number with more than two digits. The file directory displays file names in alphanumeric order. To maintain the numeric order when file names include numbers it is important to include the zero for numbers 0-9. This helps to retrieve the latest record number. Example Correct file names OfficeProceduresV01 OfficeProceduresV02 OfficeProceduresV03 OfficeProceduresV04 OfficeProceduresV05 OfficeProceduresV06 OfficeProceduresV07 OfficeProceduresV08 OfficeProceduresV09 OfficeProceduresV10 OfficeProceduresV11 (Ordered alphanumerically as the files would be in the directory list) Incorrect file names OfficeProceduresV1 OfficeProceduresV10 OfficeProceduresV11 OfficeProceduresV2 OfficeProceduresV3 OfficeProceduresV4 OfficeProceduresV5 OfficeProceduresV6 OfficeProceduresV7 OfficeProceduresV8 OfficeProceduresV9 (Ordered alphanumerically as the files would be in the directory list) Explanation: This example shows the successive versions of an office procedures document. If two-digit numbers are used, the latest version will always be at the bottom of the list. This article was published on 2024-04-17
