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This Handbook responds to the following Policies:
Purpose
This process document explains the file naming conventions for documents and media.
Principal User
This document is used by all members of the TIOF organization when creating documents, setting them up for review, and storing them for access by teams or the entire organization.
This document is also to be used by project members when naming project files.
All files in the organization are to follow the standard file naming conventions.
Scope
This policy only applies to TIOF files created after the date of approval at the end of this document. A retroactive application of this policy may be implemented for existing documents, as necessary, in the future.
This document applies to internal TIOF files at the foundation level and at the project level.
This document does not apply to or cover the naming of shared drives. Standard names for shared drives are covered in a separate document.
File Naming Convention for Files
Naming Format
The formatting for a file name, at TIOF level or project level, is as follows, with the optional parts in grey.
[ORG INITIATIVE] Team [Privacy Level] {DATE} {Organization Label} {Document Identifier} Content {Content Parameters} Language Version {SIGNED}.extension
Terms
| Term | Description | Values & Format | |
|---|---|---|---|
ORG | Mandatory | This bracketed prefix identifies the organization to which this file belongs as well as the specific project (if applicable) to which it applies. | TIOF TION-MY TION-US |
INITIATIVE | Mandatory | <None> DCDR BiT TU CS PLD UDDR | |
Team | Mandatory | See Team labels. | |
Privacy Level | Enter one of the following usage types in brackets: [C] = Confidential [I] = Internal (not confidential) [P] = Public Confidential documents are internal documents that are not to be distributed outside of TIOF unless specifically approved by a manager. Confidential documents carry a special Confidentiality notice. Internal documents are proprietary and not to be shared with anyone outside TIOF, but only among the members directly involved with or affected by their contents, unless specifically authorized. See TIOF Code of Conduct Policy for more information about sharing confidential information outside of TIOF. P stands for Public. Public documents are developed to be shared outside TIOF or are deemed acceptable to be shared outside TIOF. | ||
DATE | When DATE is formatted as YYYY-00-00 it means the file covers the whole YYYYear. YYYY-MM-00 it means that the document covers that corresponding MMonth. For Quarters: | YYYY-MM-DD | |
Organization Label | |||
Document Identifier | |||
Content | The title of the file, i.e. the title of the document, media, image, graphic, app, etc. For a document, this would be the title of the document as it appears inside the document. The title should reflect, in as concise a manner as possible, the subject of the document, media, image, etc. | See taxonomy by Team Case: Regular | |
Content Parameters | Dependent on the file content. See each Team for details. | ||
Language | Include a three-digit code for the language in which the document is written. Use only ISO 639-3 character codes that can be found using this link: https://en.wikipedia.org/wiki/List_of_ISO_639-1_codes Use XXX if there is no specific associated language, such as for diagrams, photos, or videos. See the TIOF Codes and Acronyms List if necessary.
| ||
Version | Enter the document version here. v0.X: This is the format to use for DRAFT documents being developed, sent out for review, or routing for approval. For documents in review: The draft number should start with a 1 point increase (0.1, 0.2, 0.3) from the last official draft, “official” meaning the last draft that was officially sent out to be reviewed for comments, as there can be more than one review cycle. (Within Google docs you can create as many ‘named drafts’ as you would like, but only increase the draft number in the filename for official reviews). vX.X: This is the format for FINAL DOCUMENTS that have undergone review and are ready for approval (to use or to release to the public). Starting with V1.0
| ||
SIGNED | Examples of a final document that has been signed would be: v1.0 SIGNED v1.5 SIGNED
| Upper case | |
extension | Lower case |
Notes to evaluate
Prior to a document being finalized and stored, you can use version names
in the filename to indicate where the document is in the development cycle. Use these lifecycle indicators with the version number.
v0.1 In Progress (or IP - for a document in an early or late draft stage)
v0.1 In Review (or IR - for a document people are reviewing or commenting on)
v1.0 Routing (meaning routing for approval/signature)
Content
For all files, the title must reflect and include the name of a standard type of file used in the organization. Standard file types, including standard documents used in TIOF, are stored in an approved list. See your manager/coordinator to access the approved list.
Team Finance
| Value | Usage | Charter of Accounts Code |
|---|---|---|
Invoice | ||
Payment | ||
Debtor Statement | ||
Loan to {TIOF Member Code} | ||
Quotation | ||
Sales Receipt | ||
Bill | ||
Bank Statement | ||
Bank Statement Scan Page | ||
Debit Advice Scan | ||
Debit Advice Scan Page |
Important considerations:
When scanned together, Invoice and Receipts are to be duplicated at file level. When paid together (which is not encouraged), each invoice is to be duplicated at file level.
Examples
Team UXUI
The file naming format is the same for images except the following must be added, altogether in one set of brackets and separated by dashes, after the title: Image Type, Color Scheme, Transparency, Size.
Note: The department code for images should always be Comms for Communications.
Example: [TIOF] COMMS [P] Sharon Smith ProfilePic [C-BW-T-S] XXX v1.0.jpg
Image Type:
SQ (Square)
Hex (Hexagonal)
C (Circular)
Color Scheme
FC for TIOF Full Color Scheme
BW for Black&White
Transparency
T for transparent
NT for Not Transparent
Size
Small (equal to or smaller than 300 X 400 pixels)
Medium (between 300 X 400 and 600 X 800 pixels)
Large (greater than 600 X 800 pixels)
Examples
[TIOF DCDR] Research [I] Research Procedure ENG v1.0
[TIOF PLD] UXUI [I] UI Element Specification ENG v1.5
[TIOF PLD [P] Operational Framework Diagram ENG v1.0
[TIOF PLD] Devs [I] Sys Architecture Diagram XXX v1.3
[TIOF BiT] Finance [I] GPD for Evidence Survey in Malaysia Invoice ENG v1.0
[TIOF] ORG [C] Certification for Benevity ENG v1.0
Versioning
How to Version Up a Final Document
Increase the decimal point (use a fractional number) for new documents in which changes were minimal or not of great importance.
Go to the next whole number for new versions that have a great number of changes or changes of significant impact
For the TIOF-level regulated (governing) documents (policies, processes, SOPs) , the final version numbering is determined by the Regulated Documents Coordinator.
For project-level regulated documents (policies, processes, SOPs) and all managed documents (at any level), reference the current document to know how to version up.
Note: For marketing and other publicity materials, such as brochures, consider leaving off the version number but adding the year in the optional date position.
Signing documents
Refer to eSignature the procedure to eSign a document.
If a document requires a signature, add the word SIGNED at the end of the document after the document has been reviewed and electronically signed.
Extensions
.Ext (Extension - Automatically Applied)
The file extension is automatically added to the file by the application in which it is created. The file extension indicates the file type. Only certain file types are allowed to be used within the organization.
Acceptable File Types:
>> Make a taxonomy of accepted file extensions
See your manager, coordinator, or other TIOF executive for a list of acceptable file types.
The list of file types that are acceptable is not necessarily inclusive. But anything that is not on the list of acceptable files must not be used without prior permission of a TIOF director.
Limitations
This approach is not devoid of limitations that need to be kept in mind:
The managing file system must allow long file naming
Certain characters may be not allowed in certain platforms (Windows has limitations, for instance)
The UI of the platform may truncate the filename and make it difficult to establish the context and content of the file.
All these limitations are understood and accepted by TIOF and dealt in the best of possible ways, such as providing its members with tools that minimize them.
General Do’s and Don’ts for File Naming
Use initial caps to name documents and delimit words in a file name.
Correct: TIOF Core Branding Guidelines
Incorrect: TIOF code branding guidelines
Do not use underscores. They can make it harder to locate files
Wherever a code/acronym is used, it should appear in all caps
Keep file names short but meaningful and leave out articles such as “the,” “a,” “and,” etc.
Correct: PLD TopAccounts 2019
Incorrect: PLD Y 2019 The Top 100 Accounts Sales Data market share report
Dates, if used, should be at the beginning of the file name and must always be in the international date format: YYYYMMDD
Do not use these characters in a file name. They can cause problems with opening files, especially if the file is sent outside the organization.
Backslash: \
Forward slash: /
Underscore: __
Bar/Sidebar: |
Ampersand: *
Question mark: ?
Chevron brackets: < >
Financial symbols: £ or $
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