Information and Data Naming Guidelines
Clear and consistent naming helps everyone find files quickly, supports collaboration, and ensures information can be managed and preserved over time.
As Microsoft Teams and SharePoint sites continue to multiply, applying consistent naming conventions is essential.
Remember: consistency is key.
Top 5 Rules
Use meaningful titles
The name should clearly describe the content or activity.
Example: Waste Reduction Project 2026.xlsKeep names short
Aim for under 60 characters.Avoid special characters
Do not use periods, commas, special characters, or excessive abbreviations.Use the ISO date format
YYYY-MM-DD allows documents to sort chronologically.
Example: 2025-08-12 Hiring Committee.docWhen naming files or folders related to a person:
Use LAST NAME First name
Example: SMITH John
Good Examples
Waste Reduction Project 2020.xls
Statistics Admissions 2019.pdf
Team Meeting 2019-11-03.pdf
BUELL Susie.doc
Reference Documentation.xls
Top 4 Rules
1. Add a unit prefix to the site or Team name
(e.g., Records Management and Archives = RMA-Files,
RMA-Projects)
2. Reflect the activity or purpose in the name
This makes sites and Teams easier to identify, manage, and find.
3. Avoid Redundant or System Words (such as Teams, SharePoint, Site)
These are already implied by the platform.
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
Common Naming Errors to Avoid
Including the file format in the title
Example : File Requests Excel Spreadsheet.xls
Adding “Team” or “Site” to the name:
Example : Student Services Team
Running words together
Example : MeetingMinutes.doc
Using employee names as filenames
Example : Julie Project.pdf
Using vague terms
Example : miscellaneous, various or correspondence
