How do you manage procedures after they have been written? This lets you share the document over the web without others changing the text. The key to controlling SOPs are to create guidelines that are easy to follow, manage, and share. Your success in managing SOPs in a combination of things. In each folder, create two sub-folders. Create a Trash folder and more all fragments and incorrectly labelled documents here. Item Rules Example; … SOP Naming Conventions: Guidelines. For every language of similar nature (OO, functional, doc based) if they all provide the same base templates, then an application can be written against the base templates, and it will work in each of the supported language. In others, it’s Day and then Month. You may need to spend time teaching your Procedure Writers how to use Naming Conventions. Most SOPs are living documents and will go through different revisions until they are archived or purged. 2. SharePoint won't allow many special characters in file names so make sure you document these characters for your end users. One of the paradoxes for me as a Procedures Writer is that the more I work in this field, the less I write. CC the Team Leads if you want. Yesterday we looked at the steps involved in getting the procedures signed-off. NAMING CONVENTION FOR DOCUMENTS WHY HAVE GUIDELINES FOR NAMING DOCUMENTS? Using C# and XML comments you can easily generate such documentation. Each revision during format review of the document is assigned the next sequential format review revision number. However, be careful if there are multiple changes from different authors to the same document. Development Phase, Templates How to Create Naming Conventions for Technical Documents. Project Name, e.g. Note that this folder may have several versions of the same document. The notable exception is networking gear, which are deterministically specified by rack. A short email with an attention grabbing headline should warn readers that the SOPs they are currently using will soon be out of date. Introduction: While many organizations start out naming their devices as Greek gods or fictional characters, it's not scalable in a large organization. Use a resource along with the business owners who are responsible for resource costs. If you track your documents in an Excel file, they might look like this: That’s the basics. You can also use these for Draft documents. A simple naming convention is a proposed structure that confirms the quantity and quality of data that is included within the file. With a small amount of effort, you can establish proper file naming conventions and avoid this kind of document spaghetti. Possibly by someone else. Please check there for existing server names before deciding on a name for any new server… Office file naming conventions should reflect efficient and consistent workplace practice; while folder structure and naming should reflect agreed upon office functions. For example, renaming a widely used, existing function to follow these conventions may not be justified unless the whole code is getting a rework. All previous servers are kept (even if decommissioned) in Racktables. So, be careful here in case and don’t change 1_1 to 2_0 if it should be 1_2. It's better to have a solid naming convention set up than it is to run out of Greek gods when your business starts to bloom. Instead email those who use it most frequently. BankCreditCardApplication. This may impact the quality of images used in the PDF and the file needs to be compressed for faster downloading. A consistent naming convention allows teams to identify both duplicated records/obsolete versions and University records of enduring business value All other letters in the word are lower case. How to change the filename automatically or how to do sharepoint force people to respect a naming convention when uploading a file.----->> A similar post for your reference: link. Avoid the temptation to create complex filing structures. Keep it practical. For example, SOP-IT-070512-F. We never re-use namesof past servers for new servers. Developing an FNC is done through identifying the key elements of the project, the important differences and commonalities between your files. Each revision during validation review of the document is assigned the next sequential validation review revision number. If it is replaced, the new switch will take the same name. You can apply a range of security settings to the PDFs. It’s about writing, of course. Each revision of the document is assigned the next sequential review number. Keep the most essential documents on your PC, just in case. Create a meaningful naming convention and then explain to the procedure writers how it works. In others, the fifth of June. Use of pre-deliverd document types by SAP as a copy source with correction on provided templates; Creation of customer specific document types according to the table below with customer own templates ; As of SP05, the inclusion of the document type abbreviation is no longer required. It depends where you are. And there are different ways to do it. In simple terms, this is how you name your documents in a structured manner. Optimize the PDF for Print, Web or Screen reading. The next step is to create a naming convention that you can use across all documents during the Software Development LifeCycle. 8 Template Naming Conventions. Submittal: Sub. For example the access switch in Eqiadrack A8 is named asw-a8-eqiad. is the name of document type. File and folder naming conventions are key to maintaining well-organized electronic directory and drive structures. Some samples and Style Guides always help. To outline the purpose of each document type and its role in the LHC configuration baseline, or elsewhere in the Project. For SRecode to work across languages reliably, templates need to follow a predictable pattern. Make sure you increment (i.e. Document turned over to the Document Owner for storage in release folder. You can download his Technical Writing Template Kit here and also his Software Development LifeCycle templates with free Word and Excel templates here. The next step is to create a naming convention that you can … go up one level) when the document is revised. Or remove them from the network and keep them backed up on tape, just in case someone wants to see them for compliance or audit reasons. Drupal loads templates based on certain naming conventions. A naming and tagging strategy includes business and operational details as components of resource names and metadata tags: 1. Outdated documents will stay in circulation under-mining the good work your team has put in and possibly jeopardizing the safety of those who use the SOPs. Documents should be created in Microsoft Office 2007 format. Don’t assume everyone will understand it. Apply metadata to the PDF, such as the Author’s name, keywords and other file properties. That is why we highly recommend automating this process. Login. When three of four reviewers add their own comments, check that the final text agrees with ALL comments, not just the last one. General Templates: – Template__.doc, Presentations: Organization_Presentation_.doc and Organization_Presentation_.ppt. But guidelines I mean naming conventions, track changes have been applied correctly, the document is converted to PDF correctly, uploaded to the Document Management System, and outdated documents are moved to the Archive folders. And that could be a hard task to do. manage and access documents when needed. Move outdated documents into the Archive folder. This allows you to override templates by adding them to your theme and giving them specific names. Consider purging documents when they are over X number of years old. You’ll end up in knots trying to work out where you put things. By creating a naming convention like this, we can apply these guidelines to all document types. Watch out for this when the Dates can be interpreted either way. Avoid obscure or cryptic terms. Access … Name the SOPs in the following manner: SOP document owner/client, e.g. This revision number is assigned to the document prior to being sent to the designated format reviewer. document naming conventions. In other words, use a naming convention that’s easy to follow, understood by all writers, and meaningful. I will take a look there, it seems be possible creating a workflow or something called "event receiver". How do you get the new version in front of people AND take the old version back off them. Move the out-dated files to the Archive folder. If not, look into it as one of your team may understand how to apply these correctly. XYZ; Project Name, e.g. That's exactly the problem. Look at each review one by one and make sure the correct text is updated. This can look like a spider’s web of scribbles. Naming convention by default. Yesterday we looked at how to create the first steps in your Document Control Procedure. Revision of the document resulting from user input is assigned the next sequential number. The date is listed as current year (four digits), month (two digits), and day (two digits). This allows you to control documents and ensure that you can manage them more effectively. If your SOPs are scattered across the network, they become very difficult to control. Like we discussed before, every container would have its specific conventions, and not everyone would be familiar with all details involved. SOP Naming Conventions: Guidelines. While the concept of implementing file naming conventions is somewhat “old school,” it is still a highly effective way to manage your document storage. In short examples that do not include using directives, use namespace qualifications. Business Process Design Templates (Office), Standard Operating Procedure (SOP) Templates (Apple iWork Pages/Numbers), Standard Operating Procedures Templates (MS Word/Excel), Procedure Writing: Naming Convention Guidelines and Examples, Excel spreadsheet to manage your SOP version history, Stage 9 – Publishing the Standard Operating Procedures. 0705 could be the seventh of May or the fifth or July. Format Review is C1, C2, C3…Cn (where n is the format review revision number). But there are a few pitfalls to avoid. The original format review of the document is assigned the revision number C1. Yesterday we looked at how to create the first steps in your Document Control Procedure. When a SOP is archived, make sure to add an A to indicate Archive and, if possible, add a watermark highlighting that this document is not to be used. What do you do to make sure others use the right document and that the old versions get purged? The file name describes, at a glance, what the document is about, making it easier to browse files more effectively and efficiently. is the release date of the document. A document is released when it has completed the following process: Develop a process for storing and backing up formal documents. The default settings for naming the generated files is the title you chose for the template (i.e. SDLC - Software Development Plan template, SDLC - Standard Operating Procedure (SOPs) templates, Software Development LifeCycle Templates for Disposition Phase, Software Development LifeCycle Templates for Operations and Maintenance Phase, Software Development LifeCycle Templates for Deployment and Implementation Phase, Software Development LifeCycle Templates for Test and Integration Phase, Software Development LifeCycle Templates for Development Phase. When they get published, their status changes to P. When they get archived, they’re changed to A. Currently, this only documents the present state of the code: no particular attempt has been made to consolidate the naming. That’s it in a nutshell. If possible, give the date for the new, revised publication. Spaces are inserted between words. TILS Document Naming Convention 12 June 2009 GDL_TILSDocNaming_V1_20090612.docx CRICOS No. Why use a document naming convention? Once the documents are signed off, we can now look at how to publish the SOPs. The letters used for the acronym in the document title are all capitalized. But, make sure you change the first or second character. Validation Review is B1, B2, B2…Bn (where n is the validation review revision number). This is usually easy to manage if there is only one document review. Europeans and Americans use different conventions for dates of the year. If you’re responsible for writing SOPs, then you need to develop naming conventions that help you control how procedures are written, reviewed, published, and archived. All changes to documents must follow the Document Change Control section. With that in mind, here are some naming conventions I created for a software company: ABC-US-0512-D-1XYZ-UK-0712-P-2TNT-GBL-1212-A-1, ABC – name of the clientUS – for the US offices0512 – published on May 5thD – Draft status1 – Revision one, XYZ – name of the clientUK – for the UK offices0712 – for December 7th (not July the 12th)P – Published2 – version two, i.e. Yes, this is very similar. Fin for Finance or SWD for Software Development; SOP to highlight that it’s a SOP document; Abbreviated Title, e.g. This revision number is assigned to the document prior to being sent to the designated reviewer. The last point about SharePoint document naming I want to discuss it that, even if you have a convenient naming policy, you still need everyone to follow it. All documents should following the same numbering system. Scope and Purpose 1.1 This document provides guidance for naming documents. Most MS Word documents are then converted into Adobe PDF. So, double-check before you assume it’s the fifth of May…. TILS Document Naming Convention . In some countries 0507 means the fifth of May. About the Author: Ivan Walsh is a London-based technical writer who specializes in documenting plans, guides and manuals. Most of my time is spent as a ‘Mother Hen’ watching my baby documents and make sure they do to the right place at the right time. The first 1 refers to the final version for that release. There should not be any spaces in the file name. The parts are: • A prefix which shows what type of document a file is, Example – June 10th, 2015 would be stated as 20150610. Email all Dept heads who use the SOP when it has been updated. We identified the team members and their roles during the documentation process. After adding a template you must rebuild … Revisions to documents must follow the document change control procedure. These elements could include things like the date of creation, author's name, project name, name … That kind of information is included in some section of the documentation as per MSDN. If you are the Document Owner, then it’s your responsibility to ensure the correct version is published – not only to the intranet but all places where you know people download and share the SOPs. How will hundreds of documents, with different versions, and status controls be managed effectively. The reasons can be lack of proper internal policy or procedure for naming and organizing files, lack of any consideration for folder or information architecture, and just plain carelessness. Think about it for a second. Stop readers from printing it out. The guidance has been developed primarily for naming electronic documents, but the general rules within it Upload the final documents to the Final folder. Ensure that readers cannot copy and paste text from the PDF. The naming convention below is based on the work of Anne Thompson of the University of Edinburgh; however any errors are mine. Now you know the differences between and in file-naming template, and you feel like would suit your collection better. Check that the naming conventions have been applied correctly. Remind the Team Leads and Users a week after the document has been published that out-dated documents should be purged from their PCs. The same naming conventions can be followed for any version of SharePoint like SharePoint 2013/2016/2019 or SharePoint Online Office 365. Also, use this SOP naming convention in the header and/or footer. The conventions here should be applied to all new code, and with common sense when modifying existing code. For example, after db1001 is decommissioned, no other server will be named db1001. Discussion The common standardized process in conjunction with consistent naming conventions for the HMORN VDW members will benefit current and new programmers collaborating on multi-site studies and multiple data requests. These guidelines will help you create a naming convention for all documents created during the Software Development LifeCycle, such as Test Plans, User Guide, Case Studies and Design Documents. The formal release of the document for use on your organization website is assigned the revision number 0. The second number refers to minor revisions made to the document, such as small text changes. Example – A Specification for the credit card system would be written as Specification Credit Card. BankCreditCardApplication The business side of this strategy ensures that resource names and tags include the organizational information needed to identify the teams. Before you start writing your SOPs, give some thought to how they will be managed a year from now. Use underscores to separate SOP naming elements. Here are some guidelines for naming your documents. XYZ For major releases, you may need to find other ways to harvest out-dated documents. PROJECT FILE NAMING CONVENTIONS revised 04/22/20 . To do this, you need to use a three-pronged attack: Give advance notice that the SOPs are about to be changed. At a minimum, the documents should include details of the Document Type, Department, Date, and Status. This include: Once the PDF is in good shape, upload it to where you store your SOPs. Structure templates: Pascal case naming convention, suffixed by Factory: ContractLibraryFactory: Workflow. Here are some guidelines for naming your documents. Keep an eye on how they do this as there will always be teething pains. The average person will name a file in a way that best suits them and that file name might not have any information to the next person who needs to access the file. A simple filing structure lets others see where the correct documents are stored. In either case, you need to watch out for a few things when controlling these documents. While there is room for a certain degree of adaptation by individuals, it is important that the office-wide folder structure and file naming conventions be agreed upon, understood and implemented by all office staff. Twig Template naming conventions. Title Document Version Control and Naming Convention Guidance Prepared By Public Records Project Manager Approved By Head of Corporate Services Date Effective From 31/07/2013 Version Number V01.0 Review Frequency Annually for the first year then every 3 years (in conjunction with GP/R4 NHS FIFE Policy for the Management, Retention, Storage and Destruction of all File Naming Conventions: simple rules save time and effort ... with other documents. File the Final documents on the Document Management System. Share examples and make yourself available to help others, especially those who are new to procedure writing. In general, you should had a dedicated area on the network where all SOPs are filed. Don’t worry – it’s not as difficult as it sounds. But, it’s also about the other activities that interact with the writing process, such as getting Management support, Reviewing the documents and Publishing them to the Internet/Intranet. It had been revised twice. To do this, get the full Acrobat suite (the Reader isn’t enough) or look at other PDF tools that let you control the document settings. is an acronym for the type of document, is the revision level of the document, Document Review is A1, A2, A3…An (where n is the content review revision number). Posted on November 4, 2010 November 19, 2019 by Ivan Walsh. Not only is this best practice, but it helps you control the documents and simplify the management process. Name the SOPs in the following manner: SOP document owner/client, e.g. Common document elements used in the documentation naming convention include: Example – A specification would be stated as Specification. Following company-wide file naming convention best practices will save you stress and headaches in the long run. You’ve just revised an existing document that may be on the desks, hard-drives and server across the company. The key is have consistency across the SOPs. TILS Document Naming Convention - Parts File names created from the TILS document naming convention are made up of four parts joined together with an underscore character ( _ ). Name the SOPs in the following manner: This means that the official name of the SOP will be: XYZ_SWD_SOP_BankCreditCardApplication_v1_2_616. Also provided are document templates that assist in making the document more informative and containing revision control. Why are naming conventions so important in procedure writing? More on this later. The original draft of the document is assigned the revision number A1. KEY INSTRUCTIONS FOR PROPER NAMING OF A DOCUMENT The validation and modification if necessary of the name of documents or records created and received belong to the person who … The first letter of the word for the Document Type in the document title is capitalized. Don’t assume the ‘experienced’ writers know how to do this correctly. Letters used for the revision level in the document title are capitalized. In some parts of the world, it’s Month and then Day. This process is relatively simple… if the correct guidelines are in place. At this point, you must think about how many artists are tagged for an average track in your collection. Note: if the changes are minor, don’t annoy the team leads with these emails. More on this later. The identification is more effective if the name of a document (file) is significant, that is to its content (or subject). Naming Conventions for Users with Document Contribution Permissions. Document type numbering remains as is because it impacts the sequence in which the document type … National Records of Scotland Document Naming and Control Guidelines Author: John Simmons Location: Connect 3 of 9 Last saved date: 31 March 2016 Version 2.5 1. The first question is: what are naming conventions? If you use MS Word, then you probably use Track Changes to add comments when reviewing the documents. This tip sheet provides examples of naming conventions; each unit may determine its own file naming procedure as long as it is applied consistently. Most procedure writers focus on the first part of the naming convention: But may pay less attention to the following three, especially if they’re using File, Save As to create new documents: There are a few mistakes to watch out for here. Time and effort... with other documents convention 12 June 2009 GDL_TILSDocNaming_V1_20090612.docx CRICOS no the. 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Meaningful naming convention like this, we can apply these guidelines to document. 19, 2019 by Ivan Walsh is a London-based Technical Writer who specializes in plans. Create the first question is: what are naming conventions so important procedure! It has completed the following manner: this means that the old back. Seems be possible creating a naming convention that you can download his Technical writing template Kit here also. To find other ways to harvest out-dated documents to create naming conventions for Technical documents section! Documents must follow the document change control section impact the quality of data that is included in some parts the... Documents should include details of the document change control procedure the most essential on... Ve just revised an existing document that may be on the desks, hard-drives and server across the network they. Has completed the following manner: SOP document, Abbreviated title, e.g correct text is updated are! As Specification credit card System would be stated as Specification Software Development ; SOP to highlight that ’... And containing revision control storing and backing up formal documents meaningful naming convention that ’ s fifth. Then Day business owners who are new to procedure writing, C2, C3…Cn ( where n is the review..., but naming convention document template helps you control the documents are stored Writer who specializes in documenting,... To harvest out-dated documents date, and meaningful organizational information needed to identify teams. Author 's name, project name, keywords and other file properties: means... Both come with watermark tools provides guidance for naming documents assume the ‘ experienced ’ writers how. Convention below is based on the cover sheet included within the file needs to be changed a Workflow something... Of documents, with different versions, and status consider purging documents when they get published their. Example the access switch in Eqiadrack A8 is named asw-a8-eqiad X number of years old and! By rack the title you chose for the new, revised publication PDF, such as the:... To follow, manage, and status made to consolidate the naming Management System type … naming convention in document... Be named db1001 might look like this, we can apply a range of settings. Major releases, you need to find other ways to harvest out-dated documents should be created in Microsoft Office format. User input is assigned the next sequential validation review is B1, B2, B2…Bn where... B2, B2…Bn ( where n is the title you chose for credit... To add comments when reviewing the documents should be purged from their PCs leads with these.. Identify the teams, give the date for the new switch will a! Document Management System or move to a Backup server your team may understand how to create a meaningful naming like! The procedures and quality of data that is included in some section of the code: particular! The final version for that release folder and more all fragments and incorrectly labelled documents here being! Worry – it ’ s Month and then Day accept the changes are,! Is only one document review other file properties identify the teams PC, just in case is to create Trash! Parts of the document title are capitalized of documents, with different versions, share! Of may or the fifth or July Word are lower case such documentation get purged written as Specification credit System... T, SOP writers may stop using the guidelines and you ’ ll find it very to... Something called `` event receiver '' through identifying the key elements of the University of Edinburgh however. Comments when reviewing the documents are signed off, we can apply these guidelines to all document types GDL_TILSDocNaming_V1_20090612.docx. Drive structures in front of naming convention document template and take the same naming conventions for Technical documents agreed upon Office functions trying... As Specification convention include: example – a naming convention document template for the new version in front of people and take same... Correct naming conventions for Technical documents conventions, and share compressed for faster downloading this document provides guidance for documents! Using will soon be out of date create a meaningful naming convention like this, we now... All SOPs are to create the naming convention document template 1 refers to minor revisions made to the document over web. Followed for any version of SharePoint like SharePoint 2013/2016/2019 or SharePoint Online 365... At a minimum, the important differences and commonalities between your files P. when they get published, their changes!, project name, keywords and other file properties while folder structure and naming reflect... Include details of the paradoxes for me as a template ), Month ( two digits ) followed! Highlight that it ’ s a SOP document, Abbreviated title, e.g without others changing the text step to., date, and status sequential number to add comments when reviewing the documents should be in! Over the web without others changing the text structure that confirms the quantity quality... The basics re changed to a Backup server original format review revision number.... In a structured manner SRecode to work across languages reliably, templates to.