SELC’s archive of information is completely virtual, relying on a digital system to ensure everyone has access to relevant information at all times. Maintaining a uniform file-naming system will provide order and certainty, while reducing the risk of losing track of important information in our database. Please adhere to the following file-naming convention for ALL FILES that you create outside of Google Docs for SELC:

Title (DRAFT/FINAL) YYYY.MM.DD (vXX) (INITIALS)

1. TITLE - The title of the document should be indicative of the content. That sounds obvious, but too short of a name is unhelpful and too long of a name is cumbersome.
   1. Example
      1. DO: Letter to DLSE re wage statements (DRAFT) 2014.05.19 (v1)
      2. DO NOT: Wage statement letter (DRAFT) 2014.05.19 (v1)
      3. DO NOT: Letter to Department of Labor Standards Enforcement regarding wage statement guide (DRAFT) 2014.05.19 (v1)
2. (DRAFT) - If the document you create is a draft to be edited, indicate so in parentheses. Once the final version is created, remove the (DRAFT) indication, add (FINAL), and delete any old drafts, if appropriate.
3. YYYY.MM.DD - This date format naturally orders documents with the same title chronologically, making it easier to find what you are looking for.
4. (vXX) - Indicate the version of your document here. ALL documents start at (v1). Whenever you edit or review a document, upgrade the version by 0.1. ONLY the author can upgrade the version by 1. Versions help us all know whether we are working on the most current document or not.
   1. Example
      1. Author creates draft, calls it (v1), and sends around for review.
      2. First reviewer renames to (v1.1)
      3. Second reviewer renames to (v1.2)
      4. Author gets it back and incorporates edits, renames to (v2)
5. (INITIALS) - Original documents will not include the author’s initials. When editing a document, indicate your first and last initial only. If you are the second, third or fourth person to edit a document, add your initials after the previous reviewer’s initials.
   1. Example
      1. Neil sends out draft document for edits:
         1. Letter to DLSE re wage statements (DRAFT) 2014.05.19 (v1)
      2. Then, if Janelle reviews, she would rename the file:
         1. Letter to DLSE re wage statements (DRAFT) 2014.05.19 (v1.1) (JO)
      3. Neil receives edited copy, incorporates changes, and renames file:
         1. Letter to DLSE re wage statements (DRAFT) 2014.05.20 (v2)