RE: PDF filenames - include release designation ?

Subject: RE: PDF filenames - include release designation ?
From: Kathy Bowman <Kath -dot- Bowman -at- au -dot- saabgroup -dot- com>
To: 'Monique Semp' <monique -dot- semp -at- earthlink -dot- net>, TechWR-L <techwr-l -at- lists -dot- techwr-l -dot- com>
Date: Fri, 13 Nov 2015 09:59:54 +1030

Monique wrote:
"So now my question is, what would be the revision designation for the original release if I go with alphabetic designations for doc revisions: A, B, C... ?

In the past, I've used numeric designations for revisions: 00 for the original release, and 01, 02, etc. for revisions. But I hadn't included that info in the filename, just as a document part number. But my concern with including numeric revision info in the PDF filename is that it could too easily be confused with a release designation.

So for best PDF filename usability, alphabetic designations for doc revisions seem much better. But unless the original release is designated as revision 0 (zero), there wouldn't be any revision info in the filename, but subsequent revisions would include this "field".

* So would people know which doc is the most recent if they see 4.5_prodName1_Users_Guide.PDF and 4.5_prod_Name2_Users_Guide_A.pdf?

* Would they be confused if they saw 4.5_prodName1_Users_Guide_0.pdf and 4.5_prodName1_Users_Guide_A.pdf?"

Hi Monique,
I would use numeric for published versions and alpha characters for revisions. For your example above I would use:
'prodName1_Users_Guide.PDF and 4.5_prod_Name2_Users_Guide_4.5_A.pdf'

Note that I have put the revision indicator immediately after the published number. I have also put it at the end of the file name, so in a file listing the revision copies would all be together and it is easy to see which is the latest revision in the list.

When it is published, the revision alphas would be omitted and the suffix would increment to 4.6 (minor update) or 5.0 (major update).


Kath Bowman
Technical Writer

kath -dot- bowman -at- au -dot- saabgroup -dot- com

Saab Australia Pty Ltd 

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