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Description/What is it?
These guidelines will you help ensure that files are organized, easily retrievable, and consistently named across your SharePoint site.
Prerequisite
SharePoint Document Library
Would you like some self-help with this topic?
Simplified File Naming Convention:
-
ProjectName_DocumentType_Date
- ProjectName: A short, descriptive name for the project or task.
- DocumentType: A brief description of the document (e.g., Report, Proposal, Invoice).
These may be optional if SharePoint’s version history and modification tracking meet your needs.
- VersionNumber: An identifier for the version (e.g., V1, V2, Final).
- Date: The date the document was created or last modified, formatted as YYYYMMDD.
- Author: The initials or name of the person who created or last modified the document. [Optional]
Examples:
- MarketingPlan_QuarterlyReport_20240806
- HRPolicies_EmployeeHandbook_Final_20240715
Instructions:
- Be Consistent: Apply this format consistently across all files to simplify document management and retrieval.
- Use Descriptive Names: Ensure filenames are informative enough to convey the document’s purpose without needing to open it.
- Avoid Special Characters: Do not use characters such as /, , :, *, ?, <, >, |, as they may cause compatibility issues.
- Limit Length: Keep filenames concise yet descriptive to avoid exceeding file path length limitations.
- Include Dates: Use the YYYYMMDD format to ensure chronological order and avoid confusion.
- Leverage SharePoint Features: Utilize SharePoint’s version history and metadata for tracking versions and authors as needed.