Document Storage and Naming

This page contains training for Systems2win Leaders and Document Authors to use simple, cost-free, field-proven systems for what to name documents and where to store them.

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Systems2win suggestions for

Where to store related documents

These tips will protect you from broken links — for both hyperlinks and linked data.

1. The easiest way to avoid broken links
   is to keep all related documents in the same folder

   If you keep all related documents in the same folder, you can even move or rename the entire folder, and all links will still work.

2. If you break rule # 1     (if you store linked documents in other folders...) then your team leader (or your IT Department) needs to provide very clear guidelines for where those documents are stored — (and don't change those rules)

   The related folders must not change 1) foldername, 2) position relative to the related folders

   and file names cannot change.

   See tips for how to avoid broken links

 

Shorter folder paths are better

For active hyperlinks within PDF's the shorter the folder path the better.

If you have not yet learned how to use tinyurl.com now is a good time to learn.

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filename

Systems2win suggestions for

What to name your working documents

Common naming convention for workbooks

templatename + "_product, project, or team name"

Examples:   FlowChart_product123.xlsx, gantt_projectABC.xlsx

 

Common naming convention for worksheets

(the tabs within a workbook)

You will often name your sheet based on development status

Examples:   AsIs, AsWas, ToBe, Future1, Future2, Released, Expired_YYMMDD…

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archives

Obsolete and Draft versions

Current (master document)

Tip: You can name your sub-folders anything,
but by starting with a number, it keeps your folders in a consistent sequence, which can be especially helpful for global teams with international languages.

Drafts

When you copy that document to start your latest observations and improvement ideas, we suggest that you name that copy something like: orginalfilename_ WIP.xlsx

Example:   WorkInstr_ProcessABC_WIP.xlsx

And store it in the '2Draft' sub-folder.

Example:   \ProcessesAndProjects\ProcessName\2Draft\WorkInstr_ProcessABC_WIP.xlsx

Obsolete

When all approvals have been attained to begin doing things the new way, save a copy of your old master document with the name appended with the expiration date, (starting with the year), in this format: originalfilename_YYMMDD.xlsx

Example:   WorkInstr_ProcessABC_191225.xlsx

And store it in the '3Obsolete' sub-folder.

Example:   \ProcessesAndProjects\ProcessName\3Obsolete\WorkInstr_ProcessABC_191225.xlsx

 

Then rename your WIP document - to remove the '_WIP'

(thereby leaving the exact same filename as the original)

Then move that document from the '2Draft' folder to overwrite then original master file in the '1Current' folder

Example:  \ProcessesAndProjects\ProcessName\1Current\WorkInstr_ProcessABC.xlsx

 

Following these instructions will avoid breaking any incoming links from related documents.

 

To avoid broken outgoing links from your archive to related documents, your archived documents must be stored either:

1. In an archive folder that must be on the same folder level with the folder that has the master.

   (Such as the system prescribed above, with sibling folders for 1Current, 2Draft, and 3Obsolete)

2. Or in the same folder right alongside the current master We prefer the sibling folder system described above.

   If you invent your own system, be sure to thoroughly document and train your people.

 

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rev

Revision Log

If your document has a 'RevLog' sheet, then each time that you make a revision to that document, you should make an entry in your 'RevLog' sheet

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change

If you need to move or rename

a workbook, worksheet, or named cell that has incoming and/or outgoing links

Incoming Links

Incoming links from other documents will need to be manually updated in those documents

(no matter which of the following methods you use)

Outgoing Links

If you use File > Save As... to copy and rename the file —

• outgoing links to other documents will be automatically updated

  (regardless of whether or not the other documents are open or closed)

If you use Windows File Explorer to copy and/or rename and/or move the file —

• outgoing data links will be automatically updated
• outgoing hyperlinks will need to be manually updated

  (unless the relative folder path is still the same)

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pdf

99% of users simply use Systems2win's standard suggestions (above)

Optionally personalize
YOUR own document storage and naming policies