To better track files and enhance searching for files across years, we have implemented a new standard and convention for naming files that go into the CUS Drive. ‘Drive Audits’ will be done periodically by the IT team to ensure portfolios are adhering to the new standard.

So how does it work?

We ask that you use the following format when placing any file in your Team Drive.

Year_Descriptor <file name>

Note the space before the actual file name.

For example, all IT files this year are prefixed with “2017_it”, for example 2017_it secrets.docx. Last year would be 2016_it and so on.

Please use the following list of abbreviations depending on your portfolio and department.

  • Academic – aca
  • Board of Directors – bod
  • Committees – com
  • External – ext
  • Finance – fin
  • General – gen
  • Human Resources – hr
  • Internal – int
  • IT – it
  • Marketing – mkt
  • President – pres
  • Student Engagement – eng

If you would like to add a descriptor, please let us know so that we can add it to the list above. For example, Visual Media may wish to use something like 2017_vm september headshots.docx

To search using this convention, you may search the prefix, for example, “2016_it” and then the keyword you want to search and only the keywords from files in that year will be shown. To search all years simply use the keyword.

Should you have any questions/concerns, feel free to write a comment below.

Your IT team!

 

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