This standard defines a consistent naming convention for distribution lists at Memorial University to:

• Improve clarity and discoverability
• Support scalability for departments with multiple lists
• Reflect best practices used by other Canadian universities

 Naming Convention Format

“[Unit Abbreviation or Code] – [d] – [Purpose, Type or Function] ”

 Each distribution name must include the following three elements:

1.  Department or Group Identification: Identifies the organizational unit responsible for or represented by the distribution list.
• Use a unit abbreviation or code
• Avoid full department names unless the abbreviation is unclear (e.g., HR (Human Resources) or REG (Registrar’s Office)
2. Distribution List Identifier: A consistent way to clearly identify the object as a distribution list – d
3. Purpose, Type, or Function: Describes who is on the distribution list or why it exists. Use concise, lowercase descriptors where possible (e.g., allstaff, project-[name], leadership, committee-[name], etc.)

Best Practices and Responsibilities

• Keep names concise but meaningful
• Avoid using personal names
• Avoid special characters (e.g., &, /, @, etc.)
• Do not include year or term unless the list is temporary
• Unit owners are responsible for:
• Membership accuracy
• Periodic review and cleanup