Best Practices for File Naming

A clear and structured file naming system helps in easy retrieval, improves consistency, and ensures documents remain well-organized over time. Here are key recommendations for naming minutes, agendas, and financial reports:

1. Use a Consistent Format

Establishing a uniform format across all documents ensures clarity. A recommended format is:

[Document Type] [Date (Jan-05-2025)] [Parish name]

Example:

• Agenda_Jan-05-2025_SpringfieldParish.pdf
• Minutes_Jan-05-2025_Draft_SpringfieldParish.pdf
• AGAR_Jan-05-2025_SpringfieldParish.pdf

2. Include Relevant Details

Each filename should contain key information such as:

• The type of document (Agenda, Minutes, Financial Report)
• The parish or town name
• The date in MM-DD-YYYY format can sometimes be confusing to users. Using March 5 2025 is clearer.
• A version number if multiple drafts exist (e.g., v1, v2, Final)

3. Avoid Spaces and Special Characters

Use underscores (_) or hyphens (-) instead of spaces. Avoid special characters like & % * # as they can cause issues in certain systems.

4. Keep It Concise but Descriptive

While filenames should be informative, they should not be overly long. Aim for a balance between clarity and brevity.

5. Standardise Across Your Council

Ensure all members and administrators follow the same file naming conventions to maintain consistency.

Converting Documents to Accessible PDFs

Ensuring that your documents are accessible benefits individuals with disabilities and improves usability for all. Here are steps to create accessible PDFs:

1. Start with an Accessible Source Document

• Use proper heading structures (Heading 1, Heading 2, etc.) in Word or Google Docs.
• Use built-in list formatting rather than manual dashes or spaces.
• Ensure tables have proper headers.
• Provide alternative text for images where applicable.

2. Save or Export as PDF

When converting to PDF, ensure accessibility features are maintained:

• In Microsoft Word, go to File > Save As > PDF, then select Options and check Document structure tags for accessibility.
• In Google Docs, use File > Download > PDF (but check the final document for accessibility issues).

3. Use Adobe Acrobat for Accessibility Checks

If using Adobe Acrobat Pro, run the Accessibility Checker:

• Open the PDF in Acrobat.
• Go to Tools > Accessibility > Full Check.
• Review and fix any identified issues, such as missing alt text or improper reading order.

4. Ensure Text is Selectable, Not an Image

Scanned documents may save as images, making them unreadable by screen readers. Use OCR (Optical Character Recognition) in Adobe Acrobat to convert text into a selectable format.

5. Verify and Test Accessibility

• Use screen readers (e.g., NVDA, JAWS) to test document readability.
• Use WebAIM’s PDF Accessibility Checker or Adobe’s built-in tools.
• Check that hyperlinks and bookmarks work correctly.

By following these file naming conventions and PDF accessibility guidelines, parish clerks can maintain well-structured, easy-to-access records that benefit both the council and the public.