Sai Tech Ltd. had implemented a digital document management system for maintaining statutory registers, contracts, and financial statements. During scrutiny under Section 128 and Section 206, it was observed that, file c

Punctuation, symbols, or special characters (periods, commas, parentheses, ampersands, asterisks, etc.) should be avoided in file naming. Some applications and computer scripts could not recognize spaces or process files differently when using spaces. A best practice is to replace spaces in file names with an underline (_) or hyphen (-). Best practices for file naming - it should: Be unique and consistently structured; Be persistent and not tied to anything that changes over time or location; Limit the character length to no more than 25-35 characters; Use leading 0s (Zeros) to facilitate sorting in numerical order if following a numeric scheme "001, 002, 010, 011 ... 100, 101, etc." instead of "1, 2, ...10, 11 ... 100, 101, etc."; Contain a file format extension; Use a period followed by a file extension (for example, .tif, .jpg, .gif, .pdf, .wav, .mpg); Use lowercase letters. However, when a name has more than one word, start each word with an uppercase letter for example, "File_Name_Convention_001.doc"; Use numbers and/or letters but not characters such as symbols or spaces that could cause complications across operating platforms; Use hyphens or underscores instead of spaces; Use standard date notation (YYYY-MM-DD or YYYYMMDD); Avoid blank spaces anywhere within the character string; and Not use an overly complex or lengthy naming scheme that is susceptible to human error when manual input, such as "filenameconventionjoesfinalversioneditedfinal.doc".