[Records] UFV's New Record Naming Conventions

[Jennifer MacDonald]

Hi everyone,

I hope your summer is off to a great start! UFV now has a standard record naming convention protocol in place. Record naming conventions are standard labels applied to records that follow a consistent and logical sequence. Naming conventions contain elements that allow users to describe content within a record in order to support business continuity.


How will naming conventions help me in my day-to-day work?

Record naming conventions are key to maintaining well-organized electronic drive structures. Naming conventions ensure records are easily distinguished one from another, records are easy to browse, and less time is spent on information retrieval. Naming conventions also support document version control.

How can I seek support in adopting this new protocol?

The first step in adopting record naming conventions is making time to clean up transitory records. Transitory records can clog shared record keeping systems and make it difficult to identify and label valuable information. Start by continuously vetting records for transitory status using UFV’s transitory record schedule and destroy them as necessary.

Please click here <https://www.ufv.ca/secretariat/records-management/record-naming-conventions/> to view the protocol. All departments and employees are encouraged to adopt UFV's record naming conventions for labelling records. Consistency is key when applying naming conventions across department electronic drives.

Please reach out if you have any questions regarding RIM. As a record steward for your area, please share this new resource with others in your department, including faculty.

Best,

Jenn

Jennifer MacDonald
RIM Manager
UFV Secretariat
c. 604 751 5297
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