Naming Conventions – Board Documents Finding Aid
This document last updated on 2025-03-10; 2025-02-27 CS, 01/14/2025, C. Stewart, A. Brusasco, & R. Hay
To update this guide: do so on the master then place in ORMS & Records SharePoint
Master path is in the footnotes; ORMS “Finding Aids for All ORMS Records”; and Records SharePoint (SOPs & Cheat-Sheets)
Important note about public access
The words in title “Agenda Packet” are important because the ORMS pre-set filter searches for the word “Packet”
The word in title “Minutes” are important because the ORMS pre-set filter searches for the word “Minutes”
The date format is important because of sorting within folders: YYYY-MM-DD
List/Calendar for Meetings
2023 – Board of Directors Meeting Calendar
Committee meetings agenda packets
YYYY-MM-DD Name of Committee Agenda Packet
e.g., 2024-10-01 Strategic Planning Committee Agenda Packet
The words in title “Agenda Packet” are important because the ORMS pre-set filter searches for the word “packet”
The date format is important because of sorting within folders: YYYY-MM-DD
Handouts (added as not part of Agenda Packet)
• If there are multiple for one meeting, please combine
• It is preferred this be part of the agenda, however there are times it has to be added after
2024-10-16 October Board Meeting Agenda Packet Handout - Letters of Support
2023-05-17 Regular Board Meeting Agenda Packet Handout - Quarterly Financial
The words in title “Agenda Packet” are important because the ORMS pre-set filter searches for the word “packet”
The date format is important because of sorting within folders: YYYY-MM-DD
Regular Monthly Board Meetings Agenda Packets
YYYY-MM-DD [Month spelled out] [Name of Meeting] Agenda Packet
e.g., 2024-12-05 December Board Meeting Agenda Packet
*spelled out month name as of December 2023, easier to catch the eye
The words in title “Agenda Packet” are important because the ORMS pre-set filter searches for the word “packet”
The date format is important because of sorting within folders: YYYY-MM-DD
Regular Monthly Board Meeting Minutes
The word in title “Minutes” are important because the ORMS pre-set filter searches for the word “Minutes”
The date format is important because of sorting within folders: YYYY-MM-DD
Spell the month out for Board meetings began 12/2023 (easier to seek, per users)
>2020 Post-pandemic
YYYY-MM-DD Format – Month Board Meeting Minutes
e.g., 2025-03-04 Video – March Board Meeting Minutes
e.g., 2025-02-01 Audio – January Board Meeting Minutes
<2020 Pre-Pandemic (PDF)
For PDF meeting minutes: PDF ended at pandemic time, year 2020
YYYY-MM-DD Board Minutes – Name of Meeting
e.g., 2017-04-16 Board Minutes – Regular Meeting
Committee Meeting Audio Recordings
>2020 Post-pandemic
YYYY-MM-DD Format - Name of Committee Meeting Minutes
e.g., 2024-10-01 Audio - Strategic Planning Committee Meeting Minutes
<2020 Pre-Pandemic (PDF)
YYYY-MM-DD Board Minutes – Name of Committee
2019-02-14 Board Minutes – Accessible Transportation Committee
Resolutions
Resolution YYYY-MM-DD-### - Name of Resolution signed*
*the word “signed” was added on some
e.g., Resolution 2025-01-15 - Adopting NocTel Communications, Inc.
Or historic resolutions -
Resolution <## number assigned ##>
e.g., Resolution – Authorization of Grant Authority
Resolution - Authorization at Citizens Bank of Oregon 1977
Resolution - Bid File 75-20 and Bid File 75-21
Resolution - Phyllis Loobey Designated Trustee Pension Trust
Ordinances
Ordinance ## - Title of Ordinance
e.g., Ordinance 01 – Rules for Meetings
Ordinance 26 - Board of Directors Contract Review Board
Ordinance 43 - Route, Schedule, & Fares
Acronyms
NO acronyms unless spelled out
2024-12-03 Statewide Transportation Improvement Fund (STIF) Advisory Committee Agenda Packet
Dates
Year YYYY e.g., 2025 Fares and Services
Fiscal Year Fiscal Year -or- FY e.g., Fiscal Year 2025-2026 or FY 2025-2026
Resolution 2020-06-24-040 - Fiscal Year 2020-2021 Annual Budget
FY 2002 - Annual Financial Report
A Specific Date YYYY-MM-DD 2025-03-05
Several Days YYYY-MM-DD and DD 2024-05-06 and 07 (I am open to accept what makes sense)
Or a time span, use “through” 2022-01-05 through 2022-01-11 DVIRs Multiple Buses
Types of meetings in Titles
• Regular Meeting
◦ – also recorded as “Board Meeting” for agendas (e.g., Board Meeting Agenda Packet) (all years >1990)
• Special Meeting
• Special Meeting – Work Session
• Special Board Non-Public Executive Session Meeting
◦ – also recorded as “Executive Session” (2024 forward)
• Emergency Meeting
• Special Meeting - Joint Work Session (Public Hearing) Eugene City Council
• Meeting name – Canceled
• Meeting name – Amended
• Special Meeting – Public Hearing