Document naming for the TILS Division should follow this convention:
GDL_TILSDocNaming_V1_20090612.docx
A prefix shows the The document title The date in the
describes the content The version number document type format yyyymmdd
File names created from the TILS document naming convention are made up of four parts joined together with an underscore character ( _ ). There should not be any spaces in the file name.
Contents of this guide:
TILS Document Naming Convention – Parts
Examples Why use a document naming convention? Templates and Document Metadata References List of prefix codes
File names created from the TILS document naming convention are made up of four parts joined together with an underscore character ( _ ). There should not be any spaces in the file name.
The parts are:
A prefix which shows what type of document a file is, The document title which describes the content, The version number for the document, and The date which shows when it was created.
In addition two extra parts can be added – particularly for documents with a long drafting process; The document status which shows if a file is a draft or final document, The author’s initials which show who last modified it.
More information about these parts is given below
1. Prefix – Document type
(upper case, 3 chars) - The first three letters of the file name give an indication of the type of document. Some examples include:
Prefix Meaning AGD Agenda AGR Agreement * Full list of all prefixes * GDL Guideline MEM Memorandum MIN Minutes and Notes PRE Presentation PRO Procedure PRP Proposal REP Report TEM Template Note; In the case of Project Management Framework documentation, to be sent to the Project Portfolio Office, add the extra prefix “PMF” to the beginning of the file name. e.g.; PMF_PRP_ZenMonkeyProject_V2_20090607.docx
2. Document title/ Description
(mixed case, max 30 chars, no spaces)
Describes the purpose or “business” of the document. Acronyms, capitalisations,
abbreviations can be used, keep in mind that descriptions should be meaningful to anyone reading the file name. In the case of project documentation use the project name or its usual abbreviation If possible Departmental Branch and/or Section should be integrated into this field to indicate origin / ownership of document. Use only alpha-numeric characters, plus the hyphen and underscore. Do not use spaces.
For documents that will continue in various versions use V followed by the version number. Use an underscore to indicate a decimal point if necessary. Eg. PMF_PRP_ZenMonkeyProject_V2_20090607.docx
New versions should not be created for each iteration of the document, but rather at significant changes or when it has been reviewed or changed by another author.
4. Date (numbers, 8 chars) The date of file creation, revision or approval.
Format is yyyymmdd, where:
yyyy is the year, mm is the month ie. 07 for July dd is the day, i.e. 09 for the 9th
e.g. the 24th of January 2009 => 20090124
* This format causes a list of files to sort into date order within the alpha numeric search.
5. Document Status (upper case, max 4 chars, optional)
Start with DR1 (DRaft 1) when the document is first created and end with FIN (FINal) to allow version control and tracking. Documents that have a version number need not indicate DRaft or FINal status, but others should.
6. Author (upper case, max 3 chars, optional)
Initials of document editor to enable differentiation between documents.
Some examples of file names using the convention and their explanations.
GDL_TILSDocNaming_V1_20090612.docx - Version 1 of the TILS Document Naming guidelines prepared on the 12th of June 2009
GDL_EmailManagement_V1_20081120_DR_NR.docx - A draft of a set of guidelines for Email management, last edited by NR on the 20th of November 2008
REP_EISSockReview_V2_20090330_FIN.docx - Version 2 of a report about socks produced by EIS (Enterprise Information Systems a section of ITS) finalised on the 30th of March 2009
PRE_LibDatabaseMgmt_V1_20090124.ppt - A powerpoint presentation about database management prepared by the Library on the 24th of January 2009
LTR_UsingScissors_V1_20080526.wav - An audio file used as a learning and teaching resource about using scissors recorded on the 26th of May 2008
PMF_PRP_ZenMonkeyProject_V2_20090607.docx - Version 2 of a proposal ( using the project management framework) for a project about Zen monkeys prepared on the 7th of June 2009
Using a document naming convention for files that are shared; on a network drive, distributed to other staff or posted on a collaborative space such as SharePoint helps other users locate the document they need.
Context Informative names to allow quicker access to required documents.
By looking at the document’s name a user should be able to tell what it is about. Remember that if you place a document in a shared space you want other people to be able to use it. They may want to access it in a year’s time when no one remembers what it was called. You may move on to a new role and your replacement may be someone who was not there when the document was created.
Sorting Structured names force a sorted display.
When a folder is opened documents named by convention will be grouped by their Prefix, which gives the type of document, then alphabetically by name. Use of the yyyymmdd date convention causes all instances of a document over time to automatically sort by date.
Version Control Easily recognise drafts from final versions.
Including the DR or FIN suffix on document names allows users to easily tell whether a document is an authoritative final version, or is still in the process of being drafted. Including initials on draft versions also shows who was the last person to update the document.
Sending Links Linking to documents is a good way of sharing information.
Rather than emailing documents to other members of your department, for their contribution or information, a link to the document’s location on a network drive or collaboration space can be sent. Excessively long document names or names with spaces in them can result in broken links in some applications.
Why use the yyyymmdd date convention?
This format causes a list of files to sort into date order within the alpha numeric search.
e.g. REP_MonthlyExecutiveSummary_20081125, REP_MonthlyExecutiveSummary_20081231, REP_MonthlyExecutiveSummary_20090124
As opposed to REP_MonthlyExecutiveSummary_24Jan2009, REP_MonthlyExecutiveSummary_25Nov2008, REP_MonthlyExecutiveSummary_31Dec2008
Which sorts by the day number first and then by the name of the month alphabetically 5 12 June 2009 GDL_TILSDocNaming_V1_20090612.docx CRICOS No. 00213J TILS Document Naming Convention
Document Templates and Metadata
A range of document templates are available for QUT staff to download. These templates incorporate the TILS Divisional or Departmental banners for a corporate look and feel. Document Templates are available from: http://www.tils.qut.edu.au/intranet/communicatio/templates/index.jsp TILS document templates also include a header and footer which automatically update with information about your document, such as the date, the file name and document title. (See the top and bottom of this page for an example). This information is called metadata; you can view and update your document’s metadata by viewing the document properties. In Microsoft Word 2007 do this by choosing “Prepare” and then “Properties” from the Office button menu.
Queensland University Technology (2005). Naming conventions for documents and folders on the Library’s shared network space: I:\ drive. I:\Administration_Matters\Information_Management\Communication\Toolkit\STD_NameConvtn_05 Jul05_FIN.doc
Queensland University Technology (2008). TALSS document naming quick guide.
Queensland University Technology (2008). New document naming conventions for student documents in TRIM. (http://www.governance.qut.edu.au/news/trim/0805-dnc.jsp)
Prefix codes *Tip* - use Ctrl F to search for the type of document you want
Codes for Projects and Events
CODE Description ACR Activity Completion Form CPL Communication Plan Note; IIS Infrastructure Impact In the case of Project Management Statement Framework documentation, to be sent PCR Project Change to the Project Portfolio Office, add the Request Form extra prefix “PMF” to the beginning of PIR Post Implementation the file name. Review Report PNF Project Notification Form PPL Project Plan PRP Project Proposal QPL Quality Plan RMP Risk Management Plan SMA Support and Maintenance Activity Request STR Status Report
Committees and Meetings
CODE Description Description
ACT Action List Action items drawn from minutes or a meeting
AGD Agenda Meeting agendas
MIN Minutes and Notes Records of meetings, formal and informal
Eg. IFN001 assessment; ASS will also be useful for Liaison Librarians working with academics re student assessment. LTE Learning Teaching Learning / Teaching – to evaluate our teaching / resources, etc Evaluation Forms, activities, tools, evaluation summaries. LTP Lesson Teaching Plan Learning / Teaching Nb – strategic learning and teaching plans should use PLN. LTR Learning/ Teaching Learning / Teaching Resources Activity sheets, quizzes, handouts. PRE Presentation Slides and/or notes for a presentation
AGR Agreement Agreement between two or more parties e.g. Annual Maintenance Agreement BGT Budget Documentation relating to budgets, including budget forecasts, budget tracking sheets etc
COR Correspondence All correspondence to and from external parties; Emails, letters, faxes etc EOI Expression of Interest EOI’s for job opportunities, grant applications, fellowships, call for project tenders
EVL Evaluation Evaluation and Feedback documentation, eg for workshops,
conferences, seminars, etc ( Form Templates use TEM) FRM Form Completed forms only, form templates use TEM. E.g. Copies of requests to attend staff Training (the green form) GDL Guidelines Documents produced for staff outlining guidelines for processes or activities IMG Image Photos, images, graphics
INS Instruction Includes Work Instructions and Publications Delivery Instructions
INV Invoice Documentation indicating products, quantities, and agreed prices for products or services LST List Any lists including Create Lists
MAN Manual Collection of information about a service or system
MAP Map Maps including floor plans
MEM Memorandum Internal Communication
OLA Operating Level Defines the interdependent relationships between internal support Agreement areas working together to support an SLA
ORD Order An order placed with an external supplier
ORG Organisational Chart A chart indicating the relationships between different departments or organisational areas.
PLN Plan Planning documentation
Includes Strategic Plans, Action Plans, (Use LTP for LESSON teaching plans and IRP for School Information Resource Plans). POL Policy Official departmental or divisional Policy
POS Position Description Documentation describing the roles and responsibilities of a particular role.
PRO Procedure Procedures and work instructions
PRQ Purchase Requisition Documentation relating to requests for the purchase of goods and services PSC Scholarly publication Including conference papers
PUB Publication Publications for informational and promotional purposes, including
social newsletters PUR Purchase Order Documentation indicating types, quantities, and agreed prices for products or services the seller will provide to the buyer RAW Raw Data Any type of file containing Raw Data collected by any means. This file stores the original data before it is modified into any type of report, graph, correspondence etc. REP Report Including Monthly, Quarterly, Yearly Reports.
ROS Roster Documentation about staff working arrangements
SGN Sign Signage for display
SLA Service Level Defines the support relationship between a service provider and its Agreement clients
SPC Specification A detailed description or assessment of requirements, dimensions,
materials, etc., STA Statistical tracking Data (numerical) evaluating or tracking services or performance Statistical spreadsheets and other evaluation data STD Standard Documents describing standards or conventions Use GDL for actual guidelines, and other applied use of standards
SVY Survey Questionnaires for distribution, for survey templates use TEM
TEM Template An electronic file with a predesigned, customized format and structure, as for a fax, letter, or expense report, ready to be filled in. TIM Timeline Document describing timing.
TSH Timesheet Documentation relating to staff members working hours
WPT Web page test Web pages planned or done first in a text based editor before loaded as HTML
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