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Filing Systems / Naming Standard

  • QALITV
  • Aug 9

Updated: Aug 10

Do I need one?


1 / Overview:


Every Filing System starts with a roubust Naming Standard. Many companies developed their own naming standard. The standards differ not only between companies but also between different industries.


What is necessary for a construction company will have no use for a media company, for instance.


The involvement of many parties with different naming standards in construction projects led to the creation of internationally recognised ISO Naming Standards that provide robust principles for every filing system, leaving enough room for the expansion of a system in the future.


Yet, it is not only about businesses! Students, researchers, photographers, and, in reality, every computer user create files on a daily basis.


Everyone has experienced a long pause before saving another file and having no idea how to name it so it can be easily found later on.


Some ignore the importance of this small task; others go into detail trying to create rules for naming their files.


Without necessary experience, it can be a really daunting task. But it does not have to!


2 / Solution


With a little help from an expert, everyone can keep their files organised and in place.


This knowledge comes from years of experience of using different Filing Systems/Naming Standards and thousands of files created and saved.

Many changes and adjustments were made along the way, and there were endless hours of asking:


'Is this the best way?'


There is no one-system-fits-all but there are core principles that should be used by every user.


3 / Checklist


QALITV prepared a checklist so you can find out:


Do I need a Naming Standard?


Feel free to download and run a quick test!


You can also read about the Benefits of having a Filing System/Naming Standard HERE.


 
 

Filing Systems / Benefits

  • QALITV
  • Aug 6

Updated: Aug 10


1 / Overview:


Working with files and documents became part of everyone's life. Whether privately or in a professional setting, we are being flooded with information.


A Filing System needs to be implemented early on, ideally at the start of any operations, in order to give peace of mind, necessary structure, and enable effortless workflows. Years of unstructured information are irreversible and may cause not only distress but also financial losses.


Once named, the file should retain its naming for the whole life cycle of that file.


Using a roubust Filing System becomes a habit, taking unnecessary pressure off during daily tasks making repetitive questions:


  • How do I name this file?

  • Where do I save this file?

  • Where is my file?


disappear.


Each time we hesitate, we start to defer from the actual task, our efficiency decreases, and the number of errors may increase.


2 / Solution:


Implementing a Filing System that is not only tailored to the needs of a user but also to the industry standards is a must.


Clear and structured Naming Systems are recorded in guidance documents supported by charts, diagrams, and colour coding. Each of the users is being trained on how to use the system.


A professional Filing System has necessary structure, is intuitive, and, more importantly, can grow with a user's operations effortlessly.


3 / Benefits:



 
 
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