File Naming Norm
Countless documents, policies, briefings, presentations, requests and other information “objects” accrue in association with Connect Care activities. Individual objects may remain “off-grid” while in development and later end up in a shared document repository (e.g., shared network drive) or become part of an official project archive using Microsoft SharePoint. Key objects may, in turn, be linked from user-facing handbooks, manuals, dashboards or other resources.
Given the typical origin of most information objects, file names usually reflect personal naming habits. These rarely express shared standards, and typically reflect word processor default title-based file names. This may be okay for the author, who can find files in personal collections. But when the object appears in shared collections, inconsistent naming can make it difficult for others to recognize what the file is about or to find it among a growing jumble of collected objects.
File naming conventions have evolved from systems that were optimized for index cards to ones better attuned to computer file managers and, most recently, natural language processors. Current best practice is to build names in ways that are Internet-safe and enterprise-aware. The goal is to make it easier to search and browse large collections via content management systems, online databases and Internet search engines.
Connect Care File Naming Norm
The CMIO Connect Care file naming norm draws upon international (ISO) standards, Internet best practices, Connect Care attachment guides, and relevant Health Shared Services (HSS) Health Information Management procedures. Compliance with the norm can improve the usefulness of shared digital file collections for all stakeholders.
Short but meaningful and relevant
The file or record name should briefly reflect the topic of the information object, as well as the type of information object and the program or initiative it is associated with, all in 60 characters or less.
→ These components need to be ordered in a way that results in easily skimmed lists of files/records that sort to keep like items adjacent.
Delimit without spaces
File names often become part of longer Internet location references (URLs). These links can break with word-wrapping if file names contain spaces. Some browsers substitute codes for spaces that may not be visually recognizable.
→ Separate file name components with an underscore (“_”), use title-style capitalization (first letter) within components and separate words within components (e.g., topic) with a dash (“-“).
Avoid special characters
Avoid “~”, “@”, “#”, “%”, “&”, “?”, “{”, “}”, “<”, “>”, “[” and “]” as these have significance for Internet addresses, programming languages, hypertext and other markup languages. Avoid “\” and “/” as these are used to indicate the relationship between files and directories. Avoid “;”, “:”, “.”, “,” and “*” as these are used to indicate series, truncation or demarcation between file name and file extension.
→ Stick to alphanumeric characters.
Leading zeros
When a number is used in a file name component (such as a version number), like files may not co-sort if they do not have the same number of digits for that component.
→ Always use leading zeros sufficient for the anticipated number range.
ISO date format
Avoid date references in file names as this information is embedded in the meta-data for the file. If a date is essential, place file name components in a consistent order and use ISO standard formats to facilitate co-placement of like files in sorted lists.
→ “YYYYMMDD” is preferred but “YYYY-MM-DD” is acceptable. The year must be 4 digits and the month and day each 2 digits (including a leading zero as needed).
Left to right
Use a standardized hierarchy of file name components, proceeding from left (general) to right (specific): ORG_PROG_TYPE_TOPIC_VER_INITIALS.EXT.
Versioning is not typically needed (as this is embedded in meta-data) but can be indicated by number or date (ISO format), possibly followed by last editor(s) initials.
→ Indicate the organization (ORG) and initiative (PROG) if multiple groups may produce the same kind of document on similar topics. A category (TYPE) of document can help to group similar objects in long lists. The title or content (TOPIC) should be briefly indicated with a few words separated by dashes.
Examples
AHS_CC_TIP_Business-Continuity.doc
AHS_CC_NORM_File-Naming_CMIO.docx