Automated Document Management Naming Standards

Document naming standards allows for adherence to an organization's document and record naming conventions or standards.

As documents are added to the library, they can be automatically renamed according to the naming conventions or policies the Library Administrator defines. Document naming control allows administrators to quickly define and build unique document naming standards for different types of documents that are added, or checked into, the document management software by end users. Naming standards are favored by records managers as they keep the file names consistent. A descriptive, properly named document allows users to learn more about the content of the document without having to open it.

For example, marketing documents may have a unique document naming convention compared to human resource documents. Document naming can be used for both document and records management situations. Here are a few situations where document naming control is particularity handy.

  • The version number of the document can be quickly appended to the name of the file so users are always sure of the version they are viewing.
  • When users tag documents,with metadata the tag values (or a few select characters of the tag value) can be included in the document name. For example, if a customer name metadata field is tagged with a document type the first 10 characters of the customer name can be added to the name of the document when users add, and meta tag, documents in the library.
  • Document naming convention can be built with a predefined prefix or suffix. The naming convention can also include any meta tag index field as defined for the document type. For example, all engineering documents in the system could be prefixed with 'ENG'.
  • Field Masking allows for the strict control of formatting of exactly how the document will be named and how many characters will be shown.