The only other suggestion I would offer is to schedule a time to review your naming convention after you have used it a bit, but haven't used it for too long. Be willing to make adjustments, which are easier if you do before you have thousands of documents in your system.

Here at Colorado State University, we opted for a 3rd party vendor, because our eRA system is not a good place for _all_ of the things we want in a project file (correspondence, internal notes and forms, etc.) Our system (FileHold) allows us to define metadata (in many different ways) so we don't have to duplicate all reference numbers in the filename in order to be able to search effectively. It also allows us to layer versions of the same thing. (We can get to the earlier versions easily.) We are expanding our use beyond just our sponsored projects and Subawards files, to include non-funded agreement types and department files (templates, training materials, etc.).

I'm happy to share more information offline if people have specific questions.

Chris Carsten | Electronic Research Administration (eRA) Systems Officer
Colorado State University | Office of Sponsored Programs
2002 Campus Delivery | 601 S. Howes St, Ste 408 | Fort Collins, CO  80523-2002
ph: 970.491.3852  | email: xxxxxx@colostate.edu

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