atw: Re: file naming conventions - Long one (also posted to TECHWR-L)
- From: "SUNTER Bede" <Bede_SUNTER@xxxxxxxxxxxxxx>
- To: <austechwriter@xxxxxxxxxxxxx>
- Date: Wed, 3 Nov 2004 19:16:03 +1100
Hi Nancy,
I think you might need to establish some context here -- remember that do=
cument control (and by extension, file version control) is principally ab=
out risk management. So:
If you are staging documents on an intranet -- keep the same file names, =
otherwise you will end up in a nightmare of broken links; put the version=
=20number on the index page; make sure the version number displays promin=
ently on the document as it opens.=20
Intranets themselves are a form of version control (at least from the end=
-users' point of view) because only the current version is available.
By contrast, documents on your file server should have a version number i=
n the file name as you will assumedly have more than one version resident=
=20in the same folder at a given time -- for fallback as you have mention=
ed yourself. The simple convention is to attach an integer to the end of =
the file name: filename1.doc, filename2.doc ... etc. You can two-tier thi=
s with an alpha character: filename1a.doc, if needed.
If you need to link to file-server resident documents, link to the folder=
=20not the file.
If you are sending documents out for review, embed the version in the fil=
ename and instruct your reviewers to do the same. When you send it out as=
=20filename1.doc, they send it back edited as filename1a.doc or filename1=
_1.doc ... whatever.
If you have a version number displayed on the document itself, this does =
not need to change every time you edit. Edit-version numbers go in the fi=
le name. However, the displayed version should change every time the docu=
ment-file leaves your hands: for example, when you send it out for review=
=20more than once and to more than one reviewer (if you work for the gove=
rnment, this is the rule not the exception).
Well, there's a long answer to a long post. I hope it helps and is releva=
nt to your query. Feel free to contact me off-list for more information.
Bede
-----Original Message-----
From: austechwriter-bounce@xxxxxxxxxxxxx
[mailto:austechwriter-bounce@xxxxxxxxxxxxx]
Sent: Wednesday, 3 November 2004 11:34 AM
To: austechwriter@xxxxxxxxxxxxx
Subject: atw: file naming conventions - Long one (also posted to
TECHWR-L)
Does anyone have an opinion on whether or not to include the version numb=
er=20
in the filename?
My thoughts are that it is not practical if you are sticking to the 8.3=20
rule. Including version numbers would also mean more work in keeping link=
s=20
up-to-date.
I can see that it would be useful for seeing which document is the latest=
=20
version. However, if you are only making the latest version of a document=
=20
available then it would not matter so much (particularly if you record th=
e=20
version info. within the properties of the file).
I have had quite a few different points of view (e.g. apparently in the=20
pharmaceutical industry you always add version numbers to filenames?) giv=
en=20
to me as to what standard we should use to name our files (documents=20
specifically). As I am in a position where I may be able to influence
(yay!) what the actual standard will be, I would like to get it right. I =
have done some research (including looking through the TECHWR-L archives)=
=20
but have not yet found anything that can convince me of the need to inclu=
de=20
the version number in the file name.
I also note the discussion on this list titled 'Rolling version and draft=
=20
numbers' (2003).
I tend to use (when I include a version number at all):
'meaningful name' + 0.01 to indicate Draft 1
'meaningful name' + 0.01a for myself only so that I can keep different=20
copies of Draft 1 whilst I am working on it. Hence, if I corrupt a doc, I=
=20
have a previous one to work with. (No I don't have version control=20
software.)
'meaningful name' + 1.0 to indicate Version 1 (Released/published copy)
Also... Michael Edward Granat, you mentioned "In line with that, I have u=
sed=20
the Windows File Explorer (press Flag+E to display it) to rename the file=
=20
extensions of my Word documents accordingly, to .001, .002 and so on."
How do you find this works... I've not used this before and it interests =
me=20
that you use it.
Thanks
Nancy
_________________________________________________________________
Searching for that dream home? Try http://ninemsn.realestate.com.au fo=
r=20
all your property needs.
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