Technology Naming Standards
Department | Technology |
|---|---|
Subject | Technology Standards |
Department Head Approval | Joe Mazzarella, Chief Technology Officer |
Last Update | December 12, 2024 |
Functional Specialists | Jeannie Flaherty, Knowledge Management - M365 Enterprise Administrator Dalten Hansen, Technology Service Desk Manager Rich Nichols, Sr. Manager System and Network Engineering |
Public Internal ☑️ Restricted Personal Information | |
OFFICIAL POLICIES AND PROCEDURES ARE AVAILABLE THROUGH PNP.THRIVEPET.COM AND NOT AS A PDF. | |
Specific Eye Care for Animals Group and Mail Standards may be found here.
File Names
A naming convention is a generally agreed-upon scheme for naming things. A file naming convention is a framework for naming your files in a way that describes what they contain and how they relate to other files. File naming conventions help you stay organized and easily identify your files. Allow useful information to be deduced from the names based on regularities. EXAMPLE: IN MANHATTAN, STREETS ARE CONSECUTIVELY NUMBERED WITH EAST-WEST STREETS CALLED STREETS AND NORTH-SOUTH STREETS CALLED AVENUES
Name files consistently to assist the audience in quickly finding what they need.
The industry standard and recommended best practice is to name files with an underscore
between words.Use short but descriptive, meaningful file names (<25 characters)1. Ensure that each name
is unique for the same scope.If elements like “the,” “and,” “for” do not contribute to the meaning of the file name within
the context of the file directory, these elements can be removed. Use standard abbreviations when possible.2Avoid special characters such as: ~ ! @ # $ % ^ & * ( ) ; <> [] ‘ “.3
When including a number, use leading zeros so that computer systems can arrange the files
more accurately.4EXAMPLE: 001, 002...101 INSTEAD OF 1, 2...101Use date format YYYYMMDD. This format ensures all your files stay chronological, even over many years.5
Best Practice: Do not put the version number in the file name if posting on SharePoint. Changing the version will change the file name, breaking the link. In this case, version control is best done within the document or with SharePoint metadata. EXAMPLE: MENDOTA_BUOY6_20110711
SharePoint Site Names
Eye Care for Animals standards are outlined in Eye Care for Animals Group and Mail Standards.
Communications Sites
Organization Departmental Communications SharePoint sites created in the SharePoint Admin Center are Centrals.
Program and Support Communication sites created in the SharePoint Admin Center are Hubs and are hubbed off of the Parent Central.
Teams Sites
All Staff sites are created in the Microsoft 365 Admin Center as a Teams & Microsoft 365 Groups contain the full hospital name, and AllStaff is appended. The full hospital name and any other identifying information are included in the Description.
Use Pascal case with no hyphen in the name structure.
Distribution Lists
DLs are created in the Microsoft 365 Admin Center and may be named for the purpose as long as they do not conflict with another address in the tenant and are not too generic. A complete description is provided, including the department or team using the list.
Mail Enabled Security Group
Mail-enabled security Groups (MESG) are used similarly to Distribution Lists but grant access to assets like SharePoint Sites and Folders.
The MESG is created in the Microsoft 365 Admin Center.
Names for Email Distribution Lists, MESG and Mailboxes/Group User Box
Display Name
Workgroup Names - All names begin with ECFA(space)-(space)(Hospital Location identifier)(space)Workgroup(Doctors, CSR, etc) in CamelCase.
Functional ECFA groups contain ECFA(space)-(space)group
Description
In the Description, include Eye Care for Animals, the city and state when applicable and the workgroup to which the asset is designated.
Email Address
Email addresses begin with ECFA(.)(Hospital Location identifier)Workgroup(Doctors, CSR, etc) in CamelCase. ECFASanMarcos.Team@thrivepet.com
Use Pascal case with no hyphen in the name structure.
Email Address Standards
Service Accounts
To track the ownership of our many service accounts, when a service account is created for a department or hospital, the name of the entity is linked in the name with the initiative separated by a dot (.) Example: info.hospital@thrivepet.com
Team Members
The Technology Service Desk creates the email address using the format firstname.lastname@thrivepet.com.
When a person is a Team Member, contractor, external user, terminated employee, or has the same first name and last name as someone already working for Thrive, additional characters are added to the person’s display name. Below are some examples of the naming convention.
Person’s name | Role/comment | User ID | Display Name |
John Smith | Employee | John.smith@Thrive.com | John Smith |
Tom Rob Jones Tom Robert Jones Tom Richard Jones | Employee – first name created. Employee – second name created. Employee – third name created | Tom.jones@Thrive.com Tom.R.jones@Thrive.com Tom.RI.jones@Thrive.com | Tom Jones Tom R Jones Tom RI Jones |
Bob Smith | Contractor | Bob.smith@Thrive.com | Bob Smith [C] |
Mary Allen | External user | Mary.allen@Thrive.com | Mary Allen [C] |
Paul Jones | Terminated employee | Paul.jones@Thrive.com | Paul Jones (Terminated) |
In certain cases, accounts may be set up as firstname@thrivepet.com. These types of accounts are reserved for executive management and must first be approved by the Chief Technology Officer (CTO).
When writing the address in the text, do not use capitalization.
A middle initial will be used if there is a duplicate first and last name.
The full middle name is used if an employee has the same middle initial.
If the full name still matches, then a number is added.
EXAMPLES: JOHN.DOE@THRIVEPET.COM, JOHN.A.DOE@THRIVEPET.COM, JOHN.ADAM.DOE@THRIVEPET.COM, JOHN.ADAM.DOE1@THRIVEPET.COM, JOHN.ADAM.DOE2@THRIVEPET.COMNew email and migration to our tenancy will get http://thrivepet.com. The legacy email will still be received as an alias.
An employee with a business domain existing on the Tenant: firstname.lastname@businessdomain (example: john.doe@alpine.com). We create an alias to http://thrivepet.com.
Types of Email
Employees: firstname.lastname@thrivepet.com
An employee with a Business domain that does or does not exist on the Tenant:
firstname.lastname@businessdomain. We create an alias for thrivepets.com. EXAMPLE: JOHN.DOE@ALPINE.COM
Hardware/Computer Naming Convention
Hardware is named in the following format:
Thrive Pet Healthcare (TPC)-Service Tag (Serial Number) for a desktop, laptop or tablet. EXAMPLE: TPH-S4ERL64 (THRIVE PET HEALTHCARE, LENOVO COMPUTER WITH S/N S4ERL64)
Printers
Printers are named by location in the hospital by request.
Administration
The Technology Department is generally responsible for administrating this procedure and may select others to assist with the execution duties. These duties include, but are not limited to, the following:
Assisting with the implementation and enforcement of this Procedure and
Circulating this Procedure to all Company Persons
Contact
Contact ithelp@thrivepet.com with any questions regarding any of the provisions of this procedure.
Revision Number | Date | Revisions | Department Head Approval |
|---|---|---|---|
2.0 | 11-6-2019, 2/10/2021 | 2020 updates to process Simon Lara, Updates to computer naming, Removal of SP file storage, now in Confluence | David Hinds |
3.0 3.1 | 11/10/21 11/14/2023 | TPH rebrand template and update to remove Print Logic and Google Cloud Print. Streamline tablet naming, Reinforce IP Scheme and Computer/hardware naming Email name conventions to sync with Information Security | JF David Hinds, Technology Service Desk Manager JF |
4.0 | 11/6/24 | ECFA Specific Naming Convention and Description removed IP scheme per Rich | Christine Brizzolara, Charge Capture Audit and Training Specialist |
Sources for Best Practice
Briney, Kristin. 2015. Data management for researchers: organize, maintain and share your data for research success.
“12 Rules for Naming Files.” Saginaw Valley State University - Knowledge Base, 1 Apr. 2021, http://svsu.teamdynamix.com/TDClient/1949/Portal/KB/ArticleDet?ID=94177.
“Best Practices for File Naming.” Stanford Libraries, library.stanford.edu/research/data-management-services/data-best-practices/best-practices-file-naming.
“Best Practices for File Naming.” Stanford Libraries, library.stanford.edu/research/data-management-services/data-best-practices/best-practices-file-naming.
“File Naming and Structure - Research Data Management at Princeton - Research Guides at Princeton University.” Princeton University, The Trustees of Princeton University, http://libguides.princeton.edu/ c.php?g=102546&p=930626.
Contact Technology Service Desk with questions.