There may be another area to consider when developing your naming 
conventions, and that is the length of the file name.  When you add all 
the codes and department names to the file name, along with the various 
levels of the hierarchy, you may run into issues with file names being 
too long for the applications to handle them.  I ran up against this 
issue once when developing a taxonomy and our document management 
system began giving us error messages because Microsoft Word could not 
handle the length of the file name.  Just a thought to add to the 
mix....

Julie Ann Fleming, CRM



-----Original Message-----
From: Steven Whitaker <[log in to unmask]>
To: [log in to unmask]
Sent: Tue, Oct 13, 2009 8:00 pm
Subject: Re: electronic file naming conventions?

Paul, to add to Larry's and Peter's respective contributions, I advise
placing something intuitive and analog into the naming conventions after
the accounting code...., such as:

001 - City Attorney's Office
002 - City Clerk's Office
003 - Community Development
004 - Engineering
005 - Human Resources
006 - Information Systems
007 - Public Works
008 - Redevelopment

If you wanted to get more detailed past the department level; down to
the division level you could do that also.

001 - City Attorney's Office - Civil
001 - City Attorney's Office - Criminal
002 - City Clerk's Office - Cashiering
002 - City Clerk's Office - Council Support
002 - City Clerk's Office - Records & Information Management
002 - City Clerk's Office - Reprographics

Etc., etc.

I researched and wrote a classified subject filing guide back in the
mid-80's.   I will e-mail it to you; perhaps it will be useful to you.

Best regards, Steve
Steven D. Whitaker, CRM
Records Systems Manager; City of Reno

>>> [log in to unmask] 10/13/2009 12:59 PM >>>
Excellent idea. Our department accounting code is a three-digit
number,
which would be much easier to use than a newly-created identifier for
Division and Department.

Thank you Peter and Larry.

Paul
<snip>

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