Thank you Julie.
One of our division directors did state that the file name should not be
more than 35 characters because he would not be able to "see" the
complete file name on his screen. I'm not sure what is the exact
"maximum" number of characters that would be visible, but you have
reinforced his point and we will need to look into it.
There is also a practical side to file-naming conventions that our group
will have to consider: if the formula is too complex and/or too long,
will it be used by city employees? I would love, for example, to
require the use of most of the elements of the Dublin Core. Not
practical; won't happen. So identifying what the "max # of characters"
should be will also mold (limit) our electronic file-naming conventions,
I am sure.
Paul
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Julie Fleming
Sent: Tuesday, October 13, 2009 8:24 PM
To: [log in to unmask]
Subject: Re: [RM] electronic file naming conventions?
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
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