Documents, in a broad sense, refer to official documents or letters or articles related to policies and theories. The category of files is very wide, and software or programs such as antivirus and games running on the computer can be called files.
"Document" in the narrow sense generally refers to documents, or official documents. Documents are records produced by people in various social activities. "Documents" in a narrow sense cannot be equated with "archives". The main difference between them is whether they have preservation value and whether they have the nature of original records. If both are available, it can be called a "file", otherwise it can only be counted as a document. Although the two have great overlap, they must not be equated.
1. File Naming Rules
Due to the wide range of files, standard naming is very important. Generally speaking, a file consists of two parts, the file name and the file suffix, and the suffix is also commonly referred to as the extension. Generally, the suffix name is composed of 3-4 letters. For example, if you write an article about the file naming format specification on Word, you can name the file in front of the file name related to the file naming format specification. The suffix is doc format. The file name of this file is about the file naming format specification.doc. The file naming rule is that the file name cannot exceed 255 English characters, and the Chinese characters cannot exceed 127. The English letters, symbols, spaces, etc. entered by the keyboard can be used as the characters of the file name. However, there are still a few special characters reserved by the system that cannot be used. For general office files, the standard file and folder names are as follows:
(1) File naming structure: project name (or project number)_file name_date_V version number. File suffix such as: Doc_PCPIS Proposal_20101112_V1.0.doc (2) The file name
consists of four parts: the first part is The project name or number, the second part is the description of the file, the third part is the date of the current file, and the fourth part is the file stage identification plus the file suffix.
(3) If the file of the same version and the same stage has been modified more than twice, a number mark shall be added after the version mark, and the number of each modification shall be increased by 1; Add names or initials to differentiate.
2. Folder naming convention 1. Standard folder naming structure: project name (or project number) – folder name – date.
(1) First, organize and classify files by creating folders for easy search and use;
(2) When using Windows search or other query tools (such as Everything) to search, it will be more convenient and easy to find out what you want
(3) Cultivate a good habit of organizing files; (
4) You can know the operation date of the file, which can be the creation date or modification date.
2. In order to better organize your own files, you can add several special symbols to identify files in different states:
(1) ! (Exclamation mark) - mark important files or folders;
(2), # (pound sign) - mark files or folders waiting to be processed;
(3) @ (@ sign) - mark files or files that are being processed For those files that have been processed, they should be placed in a suitable folder, so no special symbols are marked. The use of these symbols is used as the first word of the file name. In such a folder, the files marked with special symbols will be arranged together, which will be more convenient to find and use.