Dan’s thoughts on file naming conventions

Sometimes it's the simplest things.

Many things that will improve customer experience, help the team, and improve the quality of outputs need little skill to put right. File naming conventions are one of them.

How many times have you been left scrambling around trying to find the latest version of a file only to have three possible candidates, or need to look in several locations? How much time has this added to your response to customers? How many times have you made a mistake two years in a row because, even though it got fixed in an amended version last year, that's not what you looked at when setting the new budget?

This is a common problem, but the solution is relatively easy to implement, needs no specialist skills or expensive systems, and has instant benefits.

Setting some rules around how you store your files, what format you should use around naming, and how to manage version control is a great starting point and easy to do.

 

How to put an end to scrambling round for the latest / correct version of your files

Here’s how… 5S is a useful tool for making sure your electronic working environment is effective and efficient. It's called 5S because the steps all have names beginning with 'S'.

Apply the tool, and resolve all your digital filing and structure woes, by following these steps below. Before you touch any of the 'S' steps you need to prepare. This means:

  • Scope what digital drives/sub drives and structures are included in your 5S exercise.

  • Baseline your current position. How many existing folders, files have you got? What is the file size? How many duplicate files? etc.

  • Agree your standards up front, including file naming, archiving, saving, and version controlling

  • Then create a plan. Electronic 5S needs to be done with the people using the files, not done to them

The 5S steps are then....

1. Sort

Sort the files you need from the ones you don't. You can delete the irrelevant or old ones, archive them or put them in a quarantine if you are unsure.

2. Set

Arrange the files into an optimum structure

3. Shine

Make sure the documents you have are fit for purpose, meaning in date and relevant

4. Standardise

Apply the previously agreed standards to the files you have kept

5. Sustain

Create an audit to regularly review and correct deviations from your standards. Update the standards when required.