1. File Naming Best Practices

1.1 Establish a documented naming policy

• Create a simple, written file naming standard for your organization.

• Train staff so everyone names files the same way, across departments. Massachusetts Secretary

1.2 Use clear, descriptive, and unique names

• Make file names meaningful without having to open the document.

• Ensure files that belong together can be distinguished (e.g., by date, department, project, or version). Massachusetts Secretary

1.3 Stick to safe characters

• Use only letters, numbers, underscores, and hyphens.

• Avoid special characters such as: ~ ! @ # $ % ^ & * ( ) ' ; , < > ? "

• Avoid spaces; use underscores, hyphens, or “camelCase” instead, to avoid compatibility issues when moving files between systems. Massachusetts Secretary

1.4 Use only one period (for the extension)

• Use a single period before the file extension (e.g., “.pdf”, “.docx”).

• Avoid extra periods in the file name itself so systems correctly recognize the file type. Massachusetts Secretary

1.5 Keep file names reasonably short

• Aim for roughly 25–30 characters when possible.

• Very long file names may cause issues in some systems or web locations. Massachusetts Secretary

1.6 Use numbering that sorts correctly

• Use leading zeros for numbered sequences (e.g., 001, 002, … 010, 011) so files stay in proper order. Massachusetts Secretary

1.7 Standardize date formats

• Use a consistent, sortable date format:

  • YYYYMMDD

  • or YYYY-MM-DD / YYYY_MM_DD

• Put the year first so files sort in true chronological order. Massachusetts Secretary

1.8 Include version control in the name

• Show working vs. final versions in the file name (e.g., “_draft”, “_final”, plus date or version number).

• This reduces confusion over which copy is authoritative. Massachusetts Secretary

1.9 Plan for bulk clean-up

• It’s easiest to apply good naming when files are created.

• However, older collections can still be standardized over time using bulk-rename tools and scripts, often in partnership with IT. Massachusetts Secretary

2. File Organization (Folder Structure) Best Practices

2.1 Use folder structures to add context

• Design a logical folder hierarchy that reflects how your organization works (by department, function, project, or case).

• Let the folder path carry some of the context so file names can remain concise. Massachusetts Secretary

2.2 Incorporate retention into folders when helpful

• Where appropriate, you can organize folders by retention category (e.g., “Minutes – Permanent,” “Notices – 1 Year”) to make disposition easier. Massachusetts Secretary

• This can be especially useful for shared drives and local file stores.

2.3 Coordinate with your ECM or tracking tools

• If you already track retention in an ECM system or spreadsheet, you may not need to repeat the same information in folder names.

• Avoid redundant or conflicting systems for tracking retention. Massachusetts Secretary

2.4 Decide what belongs in the file vs. the folder

• Choose which information must always appear in the file name (often date, document type, and brief description).

• Let the folder carry broader context (department, project, board/committee, etc.).

• Remember that files can be moved, so don’t rely solely on folder names for critical information. Massachusetts Secretary

2.5 Review and adjust policies over time

• Revisit your file naming and organization standards periodically.

• Adjust for new systems, new types of records, and feedback from staff.

• Ensure your practices continue to support the Statewide Records Retention Schedule and your own internal policies. Massachusetts Secretary

3. How Valley Green Shredding & DataMerj Can Help

On top of secure shredding and records storage, we can:

• Assess your current network drives and shared folders

• Help you design and document a file naming and folder standard aligned with Massachusetts Archives best practices

• Implement those standards in your cloud ECM (LRG+ / DataMerj) and shared drives

• Provide training so staff can consistently apply the new structure

Source: Guidance adapted from the Massachusetts Archives “File Organization Best Practices” (Secretary of the Commonwealth of Massachusetts).