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System Governance and Naming Conventions

on Tue May 23, 2017 3:20 pm
Hi All

I was wondering if anyone had any advice or could share any best practice around CRM system governance and naming conventions? I would be very interested to hear how people either structure or deliver this within their CRM.

Best Wishes
Kim Phillips
Durham University
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Re: System Governance and Naming Conventions

on Thu Jun 01, 2017 10:04 am
Hi Kim,

When we first established our CRM system we created a naming convention for files, not necessarily individual documents. This was simply using the faculty details in the large part EG. F1 - Business & Law

As we have gone alone we have become a bit more structured and during implementation of our new CRM system it became more important so it started to filter down to indiviual documents with the structure of FACULTY > SUBJECT > TOPIC/ACTIVITY > YEAR > NAME OF COMMUNICATION. An example is:

F1 - Art - UCAS visit day templates - 201617 - Event Registration - CONFIRMATION

We also had to implement an F0 for all central activity that wasn't faculty specific.

Aimee
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Re: System Governance and Naming Conventions

on Fri Jun 02, 2017 3:38 pm
Hi Kim,

Agree with Aimee on this, we follow the same methodology. Any structure for document management needs to be meaningful and scalable. It especially needs to be meaningful if you ever wish to be able to easily search for items (like e-mails). You can make it scalable by having a cascading structure like the one Aimee has mentioned.

Another thing I would implore you do when starting out is to fully map all your required fields and ensure you do not give 'write' access to all and sundry, otherwise you'll end up with a dozen 'Country' fields covering everything from prospectus request addresses to the nationality of the enquirer's goldfish.

You can take a lot of guidance from your webteam who manage your website, as they have very particular naming conventions and governance, even more so than us because of the CSS they'll use and the relationship with the CMS which pulls in all your course descriptions et al. this will no doubt put you in good stead when you add forms and events to the corporate website.

thanks,

Andy
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