Naming Guidelines

5 important rules

1. Use meaningful titles 
   The name should clearly describe the content or activity. 
   Example: Waste Reduction Project 2026.xlsx

2. Keep names short 
   Aim for under 60 characters but avoid excessive abbreviations.

3. Avoid special characters 
   Do not use periods, commas or non-alphabetical characters.

4. Use the ISO date format 
   Using the ISO date format (YYYY-MM-DD) consistently makes it clear which date is referred to. Also, adding the ISO date at the start of a file or folder name allows you to sort documents and folders chronologically.
   Example: 2025-08-12 Hiring Committee.docx

5. Capitalize last names for files and folders related to a person
   Capitalizing last names makes it easy to tell first names and last names appart.  
   Example: SMITH John.pdf

Good Examples

• Waste Reduction Project 2020.xlsx
• Statistics Admissions 2019.pdf
• 2019-11-03 Team Meeting.pdf
• BUELL Susie.docx
• Reference Documentation.xlsx

4 important rules

1. Add a unit prefix to the site or Team name 

(e.g., Records Management and Archives = RMA-Services, RMA-Projects)

2. Reflect the activity or purpose in the name 

This makes sites and Teams easier to identify, manage, and find.

(e.g., RMA-Advisory Committee)

3. Avoid Redundant or System Words (such as Teams, SharePoint, Site)

These are already implied by the platform.

🚫 For example, do not name your site RMA-Projects SharePoint Site but RMA-Projects only.

4. Use Consistent Naming Conventions

Apply the same structure across all sites and Teams.

Good Examples

• RMA-Shared
• University Advancement - Social Media
• JMSB Office of the Dean