A person’s name is very important. It is an important symbol of a person, and it should accompany the person throughout his life. Therefore, the Chinese are very particular about "naming". They must pay attention to both "generation" and "generation". The meaning of the name must also be placed on the expectations of the parents, and even the gaps and gaps must be filled in the birth date and the yin and yang theory of the five elements. It can be seen that it is very important to have a good name. Similarly, we who often work with computers are ambiguous about "naming" documents. However, the author found at work that many people are not so particular when naming documents. There are "serial number method", "keyword method" and "complete file name method". Some people even often use it by default. Although a file name like "New Microsoft Office Word Document" can be used quickly, it will bring a lot of unnecessary trouble to future document search, organization and archiving work.
So, how to give a good name to the document?
The simplest and most commonly used document naming method is "the document name and file name must be consistent". The file names of various agencies and units are generally relatively standardized, in accordance with the provisions of Article 10, Paragraph 6 of the 2012 "Regulations on the Processing of Official Documents of Party and Government Organs": "The title of the official document should accurately and briefly summarize the main content of the official document and indicate the type of official document." . The general form of the title of an official document can be expressed as: Issuing authority + about + reason + + language type. The preposition "about" connects the organization and the reason for issuing the document; the particle "the" connects the reason and the genre of the document.
Using the naming method of "the document name and the file name must be consistent" is not only convenient for searching, but also convenient for memory. However, in practice, we will still find that this naming method has two shortcomings:
One is easy to confuse. Since the main functions of most departments have not changed much and the work content is similar every year, the names of the documents issued every year are not very different. Therefore, it is still difficult to distinguish files from previous years just by keeping the document name and file name consistent. In particular, departments with relatively single functions such as the "Three Prevention Offices" and the Meteorological Bureau issue documents such as the "Emergency Notice on Effective Flood and Typhoon Prevention Work" and "Notice on Effective Response to Extreme Weather" several times every year . The content of this type of document is simple and there is often no need to add too much content or new ideas. Therefore, the drafters of these units often select a file with similar content from historical documents as a template, and then make slight modifications. This saves time and effort and is less error-prone. However, if there are too many such files, when we use the "search" function on the computer, we can only see a long list of documents with the same name, which need to be arranged by date to clearly distinguish them, which brings certain inconvenience to the search.
One is pointing to unknown. Some major special projects must not only be reported to the superior authorities, but also be reported to the local party committee and government. Although some departments often "look to the world and know everything" from one report, such an approach of cutting corners is actually very undesirable and lacks the necessary political acumen. Because, since it is a major special project, it must have its important significance and role. We should take advantage of the opportunity of this major special project to solve some problems that have been wanted to be solved for a long time but have not been solved, and some problems that have been wanted to be solved for a long time but have not been solved. All things that have been accomplished should be done together, instead of just discussing the matter, making formalities, and trying to cope with it. For example, it is also a periodic work summary. The content reported to the superior department should focus on what difficulties have been overcome, what achievements have been achieved, what standards set by the superior have been met, and what tasks assigned by the superior have been completed. And the content reported to the local government In addition to explaining the difficulties overcome and achievements achieved, it is also necessary to clearly state the difficulties encountered in the work, and appropriately put forward some wishes and requests. For example, although the superiors have solved part of the special work funds, they are still far from the superiors' evaluation standards. There are some gaps, and it is still difficult to achieve the goals. We hope that the local government will provide support in terms of funding, staffing, and work coordination. It can be seen that reports on the same work have different contents because of different reporting departments. In the same way, for work summaries with the same name, because the submission departments are different and the content is different, we also need to distinguish them in the document name in order to clearly identify them.
It can be seen from the above that we can "add a beginning and a tail" to the document naming method of "keeping the document name and file name consistent", that is, the document naming formula is: time + file name + reporting unit. For example, the document name of the Meteorological Bureau’s “Emergency Notice on Effective Flood and Typhoon Prevention Work” is “20180705 Urgent Notice on Effective Flood and Typhoon Prevention Work Issued to Relevant Municipal Departments”, while the “xx Bureau’s Notice on Strengthening Safety Production at Construction Sites” "Report on Hidden Hazard Investigation Work" is named "20180705xx Bureau's report on strengthening the investigation of hidden dangers in production safety at construction sites to be submitted to the Municipal Safety Committee/Provincial Housing and Urban-Rural Development Bureau". If the document name is too long, we can also simplify the name of the issuing organization.
Is this way of naming documents easier to retrieve, remember, and distinguish?