OSP would like everyone’s help naming files uploaded to KR PD records.
Documents loaded to a KR PD record in any of the Attachments sections should be named and described so that it is easy to identify the content of the file from the filename. While the associated description field in KR PD can also be helpful, an accurate and descriptive file name is crucial. Many of the files that are uploaded to KR PD records are stored for future reference in OSP’s internal document management system, FileHold, where filenames are important for content and project management.
When naming a file that will be attached in KR PD, please use the KR PD number and a short, accurate description for the filename. For instance, the proposal solicitation would be named “KR PD number_Solicitation,” whereas the budget justification would be named “KR PD number_BudgetJustification.” Referring to the KR PD record number and succinctly describing the document aids in the quick retrieval of information when requested. If there are multiple subawards in a proposal, please be sure to indicate the name of the subaward entity and what the document is (e.g. KR PD number_Subaward entity name_SOW).
Succinct file names that include the KR PD record number aid in:
- Knowing the content of a document without having to open it
- Filtering documents quickly using search/filter functions
- Storing documents related to a single project without losing context
- Browsing a file to check for missing documents
- Ensuring documents are filed internally with the correct project
Below are examples of file naming conventions that are most helpful for quick retrieval of information.
| Document Type | Naming Convention |
| CSU SOW/Project Description | KR PD number_SOW |
| CSU Budget in Sponsor Form/for Proposal | KR PD number_Budget |
| CSU Budget Justification | KR PD number_Budget Justification |
| CSU Cost Share Commitment | KR PD Number_Cost Share Commitment ICF |
| RFP/Solicitation/Guidelines | KR PD number_Guidelines |
| Subrecipient Commitment | KR PD number_Sub Entity name_Commitment Form |
| Subrecipient SOW | KR PD number_Sub Entity name_SOW |
| Subrecipient Budget | KR D number_Sub Entity name_Budget |
| Subrecipient Budget Justification | KR PD number_Sub Entity name_Budget Justification |
| IACUC/IRB/IBC Approval | KR PD number_IACUC IRB IBC_Approval |
| NASA China Affiliations Certification | KR PD number_Person Name_China Certification |
| Waiver of Indirect Costs | KR PD number_IDC Waiver |
While the attachment type and descriptions provided in KR PD are helpful for describing the attached content, the type and descriptions do not follow the document when it is added to OSP’s filing system, FileHold. For example, if an attached file is named “SOW,” and the description reads, “Scope of Work for subawardee Smith at CU-Boulder,” the description cannot be copied to FileHold. A better naming convention would be, “KR PD number_SubrecipientName_SOW.”
We would like to thank everyone for your help with naming files when uploading them to KR PD. Following the above naming conventions will greatly improve the efficiency of managing documents from proposal through award.
Throwback Blog by Bill Moseley, Pre-Award Manager, OSP. Original Blog, “File Naming Conventions in KR PD”, January 6, 2021, by Julie Harvey, Subcontract Administrator, and Tricia Callahan, former Senior Research Education and Information Officer, OSP