PBS EASi and EDMS file naming requirements

Documents posted in the official electronic contract file system are part of the contract file and accessible by multiple parties within Public Building Services or PBS.

Access to contents of the file will be determined by the assigned roles in the contract writing system.

Do not upload duplicate, draft or working contract files stored in the Electronic Acquisition System Integration or Electronic Document Management Software.

All documents uploaded to the electronic contract file system must follow these file naming requirements. Refer to the sample file names following the instructions below.
 

Instructions

1. Begin the document file name with a brief description that provides a narrative of the content,
   purpose or subject.
2. It is not required to include the Award or Modification Procurement Instrument Identifier or PIID in
   the file name as each electronic contract file folder will contain it.
   •  If you opt to include the PIID then it must be the complete PIID without any dashes.
3. Include a date, where appropriate, in the file name using the YYYY MM DD format.
   • Use the approval or signed date when the document contains such.
   • If the document does not contain an approval signature, use another date identifier, e.g.,
     prepared date, issued date, etc.
   • Spacing is used, instead of periods, e.g., 2018 04 01 vs 2018.04.01, as recommended for 508
     compliance.
4. Include the form number in the file name, if applicable.
5. Emails may be uploaded manually, or by using the automated application programming interface or API
   which allows users to send emails directly from Google Mail to EASi or EDMS. When using
   API, the award PIID must be listed on the first line of the email and the subject line must contain
   the brief description as this will become the file name. Additional information on using this email
   tool can be found in the EASi hub.
6. Avoid using abbreviations, codes and acronyms that are not commonly understood. However,
   use of common GSA wide abbreviations are acceptable, e.g., PBS, FAS, COR, RWA, etc.
7. Use capital letters or a space to differentiate each word.
8. Do not include symbols such as @,#,$,/,\ _,-, in folder or file name.
9. Do not include the word “final” in the file name unless it is denoting a final submission of a file.
10. If a revision is required to a fully executed document already uploaded, include a revision
    identifier and revision date in the file name.

Sample file names

Award Forms, Other Forms, Award Documentation

• SF1442 Wilkie Rm 45A Renovations 2017 06 22
• SF1442 Broadway Plaza Reconstruction 2018 03 04
• SF252 AE Services Washington DC 2017 09 07
• GSA 300 Emergency Light Replacement Customs House Denver 2016 02 03
• GSA 184 Construction Progress Report 2016 01 24
• GSA 49 PR Mod M0001 2017 03 24
• SF330 AE Qualifications 2017 07 13
• RWA N98798543 Fund Approval 2017 03 04
• SOW 2016 03 23
• Limited Source Justification 2018 01 10
• Determinations and Findings 2016 10 03
• COR Appointment Letter 2017 09 08
• Price Negotiation Memo 2017 08 24
• Price Analysis PS04 2017 06 08
• Contract File Checklist 2017 11 30
• RSNAP Funds Notification 2017 11 13
• Services Janitorial Muskie 2018 02 04
• ABC Contractor Original Proposal 2018 03 02
• ABC Revised Proposal 2018 03 04
• ABC Contractor Final Accepted Proposal 2018 03 08

Award modification SF30 and related documentation

• SF30 Relocate Pipe 2017 08 02
• Stop Work Order Letter 2017 09 29
• Option To Exercise Memo 6 2016 11 01
• IGE Relocate Pipe 2017 06 03
• Option 2 Exercise Program Office Request 2017 12 14
• Option 2 Exercise Contractor Notice 2017 12 17
• Option 2 Exercise Memo to File 2018 01 13
•  AMD Review and Approval Checklist 2018 02 01 

Revisions made to fully executed documents

• SF30 Exercise Option 1 2017 11 13
• SF30 Revised Exercise Option 1 2017 11 15
• Acquisition Plan Muskie FB Janitorial 2017 10 03
• Acquisition Plan Muskie FB Janitorial Revised 2017 10 24