Electronic File Organization Tips

This guide offers tips that are helpful when organizing electronic files and records. Keep in mind that:

 Efficient management of electronic records begins with accurate file‐naming. A file name should

be clear and understandable to those who will use the files.

 Once a record is created, the file can be lost or misfiled due to disorganization. While search

functions are getting better and better, proper organization from the beginning is the best way

to ensure current and future office personnel can find records when needed.

 Many organizations utilize a network server to store files so that they are accessible from

multiple locations by various personnel. This requires that file names and folder structures

make sense to more than just the creator.

Common File Naming Conventions

Avoid Special Characters . \ / : * ? “ < > | [ ] & $ ,

The characters listed above are frequently used for specific tasks in an electronic

environment.

A forward slash is used to identify folder levels in Microsoft products, while Mac

operating systems use the colon.

Periods have a specific function in a file name, which is to tell the computer

program where the file‐name extension begins, such as .jpg and .doc. Using

them in a file name could result in lost files or errors. An underscore or space

can be used instead.

Be Concise Generally about 25 characters is a sufficient length to capture enough

descriptive information for naming a record.

The acceptable length of file names may be different among operating systems

and software. Some systems allow up to 256 characters, while others allow far

fewer.

Avoid using words such as "a", "and', "of", "the" and "to" unless they contribute

to the meaning of the file name.

Use standard and appropriate abbreviations, when possible, to simplify the file

name as long as other personnel will still know what the word is. The GPO

STYLE MANUAL provides a useful list of common abbreviations.

Use Descriptive Information Include all necessary descriptive information in the file name, independent of

where it is stored. Files are frequently copied to other folders, downloaded, and

emailed. It is important to ensure that the file name, independent of the folder

where the original file lives, is sufficiently descriptive.

Record Retention Records should be maintained according to the organization record retention

schedule.

The purpose of organizing an agency’s electronic records is to enable

accessibility not only by current users, but by future users as well. Records

retention schedules are applied to electronic records just as they are to paper

records.

Dates Having a relevant date associated with the file is essential. One way to prevent

confusion is to embed the relevant date (the date that the file was created or

revised) in the file name itself.

Though many operating systems store this information with the file, as users

move the file among folders and computers and as the file is re‐saved as

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Electronic File Organization Tips

Common File Naming Conventions

revisions are made, those dates change.

Avoid naming a file with dates that do not make sense in relation to its original

date of creation.

For some types of records, it is useful to have the date at the beginning of the

file name, while others might prefer it at the end. Either way, it is a useful

sorting tool when the files are organized. Be sure to keep it consistent within

that record type.

If sorting a file chronologically is necessary for a particular record type, the date

in a file name should use the international date format, which specifies numeric

representations of date and time to be used in electronic format (ISO 8601).

The international standard date notation is: YYYY_MM_DD or YYYYMMDD,

where YYYY is the year, MM is the month of the year between 01 (January) and

12 (December), and DD is the day of the month between 01 and 31. For

example, January 31, 2013 is written as 2013_01_31 or 20130131.

This format allows ease of sorting and comparing files by date and prevents

confusion with other date formats (especially in other formats that use just two

digits for the year).

Other date formats can be used when a record will not be sorted by date or if

another method will be used to organize records chronologically (e.g., file folder

names by date or event).

Drafts and Revisions To more easily manage drafts and revisions, include a version number on these

documents. A file will frequently have multiple versions, especially when it is

created by a workgroup.

An easy way to do this is to use the letter v to represent version number. Then,

v01, v02, v03 can be added as needed to a file and the main file name can stay

the same. This is more effective than other terms, such as: update, new, old,

etc.

The term FINAL can also be used to indicate the final version of a record. This

can be helpful to quickly identify the official version.

Be Consistent The most important rule of file‐naming is to be consistent. Some choices will

need to be made about organization that affects the entire Program ‐ where to

include the date, what abbreviations to use, etc. Regardless of what the group

decides, it is only effective if everyone follows the rules consistently.

Exceptions There will be exceptions. Remember that these tips will not apply absolutely to

every situation; it should be used as a guide to encourage the development of

consistent folder and file‐naming practices.

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Electronic File Organization Tips

When an electronic folder hierarchy is shared between multiple personnel, things can get messy quickly

because everyone thinks about organizing and finding files in different ways. When a filing structure is

well designed it will allow personnel to access records more effectively.

Electronic Folder Structure

Organized File Structure Support records management by providing an understandable and accessible

location for all records which encourages users to work within it.

Reduces the risk of critical information being lost within a file system.

Motivates users to move records out of personal drives or email accounts where

it may be deleted without anyone knowing it existed.

Limitations A filing system does not prevent users from placing records in the wrong folder

if they have access to it. A filing structure will only be effective if users are able

to use it. Poorly constructed filing structure will only discourage personnel from

using it and exacerbate records management issues.

Keep it Simple The capture and management of electronic records into a file system, usually

organized in a series of folders, requires careful planning and structure. Design

a file structure hierarchy to ensure that it doesn’t become too hard to find

information in the hierarchy or ineffective because there are too many records

in each folder. A filing structure may be modeled on the functions of an

organization and may also use subject themes for parts of the structure.

Folder Naming Conventions Folder naming conventions provide all information within the system with a

coherent context and logical frame of reference.

Name electronic folders for “find‐ability.” A record that can’t be found and

easily identified is a useless file. Folder names should contain information that

leads to easy retrieval and identification. But don’t overdo it ‐ avoid extra‐long

folder names. File name elements should be ordered from general to specific

detail of importance as much as possible.

Assume that you’ll forget what’s in the folder immediately after you create the

file name when you name it. Try to use a name that will be descriptive to other

people as well as yourself.

Use Title Case Use capital letters for the principal words for filenames.

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Electronic File Organization Tips

Definitions

Archive Folder A repository for maintaining records.

Electronic Record Machine‐readable record that requires hardware and software to be accessed and read.

Includes documents such as spreadsheets, databases, images, video and audio recordings.

Because electronic records rely on technology to be accessible, they require active

management if you plan on being able to read them more than five years from now.

File System A method for storing and organizing electronic files and the data they contain to make it

easy to find and access them.

Folder A type of aggregation or container within a file system used to store records (and other

folders). It is the principle building block of a filing structure.

Record Information or data on a particular subject, in any medium, that is created or received in

the normal course of business, that is preserved, either temporarily or permanently,

because it provides objective evidence of OWM policies, procedures, activities, and

decisions and have technical, administrative, historical, and/or legal value.

Record Management The practice of formally managing records in a file system (electronic or paper) including

classifying, capturing, storing, and disposal.

Shared Drive A specialization of an operating system file system, comprising of a shared device (e.g.,

hard disk or server space) used by multiple users and accessed over either a local area

network or a wider area network connection.

References

ISO 8601 (1988) ‐ Data elements and interchange formats ‐ Information interchange ‐ Representation of dates and times

NIST FIPS Pub4‐2 (1998) ‐ Federal Information Processing Standards Publication ‐ Representation of Calendar Date for

Information Exchange

North Carolina Division Of Archives ‐ Best Practices for File‐Naming, Accessed July 29, 2013

[http://www.records.ncdcr.gov/erecords/filenaming_20080508_final.pdf]

North Carolina Division Of Archives ‐ Managing Electronic Public Records ‐ Recognizing Perils and Avoiding Pitfalls, Accessed July

29, 2013 [http://www.records.ncdcr.gov/tutorial_erecs_20081027/index.html]

United States Government Printing Office ‐ GPO Style Manual (2008) ‐ Section 9 – Abbreviations and Letter Symbols, Accessed

July 29, 2013 [http://www.gpo.gov/fdsys/pkg/GPO‐STYLEMANUAL‐2008/pdf/GPO‐STYLEMANUAL‐2008‐11.pdf]

United Kingdom National Archives ‐ Managing digital records without an electronic record management system, Accessed July

29, 2013 [http://www.nationalarchives.gov.uk/documents/information‐management/managing‐electronic‐records‐without‐an‐

erms‐publication‐edition.pdf]

United States National Archives ‐ NARA Bulletin 2012‐12‐ Guidance on Managing Content on Shared Drives, Accessed July 29,

2013 [http://www.archives.gov/records‐mgmt/bulletins/2012/2012‐02.html]

United States National Archives ‐ Technical Guidelines for Digitizing Archival Materials for Electronic Access: Creation of

Production Master Files ‐ Master Images, Accessed July 29, 2013

[http://www.archives.gov/preservation/technical/guidelines.pdf]

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