Hello,
I am currently the EDRMS Project Officer for Orkney Islands Council. As part of the process of preparing for implementing an EDRMS, we are reviewing some of our Records Management Policy and Guidance.
I am reviewing, in particular our guidance on file naming conventions and version control documents and was wondering if I could gain an insight into what resources those working at other local authorities have used for preparing guidance?
At the moment, our conventions for naming documents and folders is to use a concise title which accurately reflects contents of the document/ folder in the form 'DATE-SUBJECT-TYPE-VERSION' following the older BS ISO 8601:2004 standard format YYYY-MM-DD to help ensure documents are stored in chronological order.
Additionally, this also involves looking at version controls of a document, where currently we use the system v.0.1 for minor versions or drafts, moving to v.1.0 for first published version, v.1.1 for next minor revision (v.1.2 & v.1.3 as required) and v.2.0 for the next major revision etc..
Basically, I'm just curious to see how other local authorities have produced their guidance and how you couple the issues which come with, on the one hand naming files which could contain very sensitive data rendering it inappropriate to perhaps have the subject in the title, and also how you tackle implementing version control?
Sorry for wordiness!- Any advice would be appreciated,
Best,
Molly
EDRMS Project Office,
Orkney Islands Council
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