File Naming Conventions

TRU-OL Style Guide: File File Naming Conventions

We use file naming conventions in Curriculum Services for syntactical consistency, which in turn supports file management and helps Production to identify how files should be organized.

We use naming conventions for the draft and final files of main course components. For other course resources files—readings, Excel workbooks, PowerPoints, images—we include key elements: Course Acronym, Location, and a short relevant descriptor. draft and final files, as explained here.

Draft Files

Draft files are those that are in development or production Production in Curriculum Services. All draft course files (Word and PDF) are named according to the following examplethus:

ABCD1231_TYPE__ITEM#_DATEDDMMMYYYY_IN_DRAFT.pdf o r .doc (all upper case)

Where:

1. 1. ABCD1231 is the course code—the (acronym and number; for example: ADMN487, ENGL1061)
2. 2. TYPE is the type of document and could include a subdivision, such as the file’s number or letter, as follows:

CG = Course Guide

CU = Course Units

CM = Course Modules

MOD = Module (and number or letter; e.g., MOD1)

AS = Assignments

MP = Major Project

PE = Practice Exam

EX_A = Final Exam, Form*

AK_A = Final Exam Answer Key, Form

OLFMG = Open Learning Faculty Member Guide

AK = Answer Key

RD = Reading(s)

SS = Style Sheet

AS = Assignments

CM = Course Manual

CU = Course

FE = Final Exam

FEG = Final Exam Guide

In the case of multiple files of the same type, a unique identifier can be added to the type—for example, AS_C for Assignments C or CU_A for Unit A.

1. 3. DATE DDMMYYYY is the date the last date that the file was last changed modifiedfor a draft or the date of sign‐off for the final documen.

Et—

Indented line

for example: , DDMMMYYYY or 121SEPOCT2007013 for October 12, 2007. 4. IN is the initials of the person who generated that filewho last modified the file. 5. DRAFT means that the Course Lead has not yet reviewed and signed off on the file. This is sometimes not included if the file name is lengthy (as for readings or PowerPoint files ). 6. Do not add a filename extension (this happens automatically)

Here is a full example of a named draft file: ENGL1061_CU1_1SEP2013_DLM_DRAFT.doc [all uppercase except extension]:

Resource Files

Other course resources files might include readings, Excel workbooks, PowerPoints, images, and so on. For these files, we use key elements: Course Acronym, Location, and a short but relevant descriptor. Example: APEC1671_MOD1_Title_of_reading The descriptor must match the actual, verbatim title of the resource, though it can be a truncated version of said title.

Final Files

After course development and sign-off by the Course Lead, who sends the files to Production, Production renames the files:ADMN487_SG_205611_02NOV2007_NK_DRAFT.pdf is the draft Study Guide with the item number 205611 for course ADMN487, which was last changed on November 2nd 2007 and generated by Nick Kirby.

1. 1. Final files (after sign off by Project Administrator)

Once the work has been completed, the files will be renamed according to the following example: ABCD1231_TYPE_MMMYYYY_ITEM#_XXXXXX DATE_FINAL.pdf or .doc (all upper case) Where:

1. Numbered list item

1. DATE is changed to to reflect only the month and year of the final document (e.g., MMMYYYY or OCT2008 for October 2008month and year only). 2. XXXXXX: the Item Number is put in. 3. IN is dropped. 4. DRAFT is changed to FINAL.

Here is a full example:

• • ADMN487_SG_205611_NOV2008_FINAL.pdf is the final Study Guide with the item number 205611 for course ADMN487, which was last changed in November 2008.

The final files are emailed by the Production Supervisor to the Divisional Secretary for upload to the GroupWise Library (with all previous tracked changes accepted, comments deleted, and track changes disabled).- Final versions of the file are held by Production within an organized storage format.