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Information Management

As HR professionals, HR North knows the importance of archiving and retrieval of documentation. We are often contacted to assist clients with HR and organisational filing systems, both paper and electronic. 

HR North can either advise on a suitable filing structure for your business or undertake a complete review and implementation of a refreshed, efficient and user friendly filing process.  


SOME TIPS FOR ELECTRONIC FILING 

The most important things to remember about file naming are to be consistent and descriptive in naming and organising your files so that it’s obvious where to find a file and what it contains.

Information to consider including in file names


     1. Project /Department/Section name or acronym

     2. Location (ie WA/NT/Broome/Darwin) 

     3. Author name/initials

     4. Date or date range of Project 

     5. Type of information 

     6. Version number of file

These are suggestions; include whatever information will allow you to distinguish your files from each other and clearly indicate to you what is in them.



Other tips for file naming


1. A good format for dates is YYYYMMDD (or YYMMDD). This makes sure all your files stay in chronological order, even over many years.

2. Don’t make file names too long; longer names do not work well with all types of software.

3. Special characters should be avoided: ~ ! @ # $ % ^ & * ( ) ` ; < > ? , [ ] { } ‘ “

4. For sequential numbering, use leading zeros to ensure files sort properly. For example, use “0001, 0002…1001, etc” instead of “1, 2…1001, etc.”

5. Do not use spaces, because they are not recognised by some software. Instead use underscores (file_name), dashes (file-name), no separation (filename), or camel case (FileName).

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