Excerpted and adapted from Naming Conventions on the UBC Records Management Office (RMO) blog, published September 15, 2025.
If you’ve ever searched your computer and found files like ‘Schedule 2025-FINAL-FINAL(1).docx,’ you know how quickly file names can become confusing.
When files aren’t named properly, they can get lost or turn into a confusing list of “final,” “final01,” “last-final” versions, none of which are actually complete.
You’re not alone—last year’s UBC Records Management Office (RMO) survey showed that many people at UBC want guidance on file naming. While naming conventions can take effort to implement and maintain, the payoff is a storage management system that ensures your files are simpler to find and easier to sort. In short, naming conventions will help identify your:
- Document content: What is this file about?
- Record type or category: Are these meeting minutes? An agenda? Guidelines?
- Document version: Is this a draft, or is this a final version?
You can get started with a few simple guidelines. Start with knowing your naming elements, which can include an identification number (e.g. contract code, account number), a properly formatted date following the ISO YYYYMMDD standard, and revision control. For example, a file named ‘ProjectX_Agenda_20250915_Rev1.docx’ immediately tells you several important pieces of information: the subject, the document type, the date of the meeting, and its version.
Good naming conventions will save you time, reduce frustration, and ensure your records remain accessible and reliable for years to come. For more examples of naming element usage and guidance on revision control, head over to the RMO blog.
Looking for more records management tips and best practices? Find more on the RMO website.
The Records Management Office (RMO) at UBC provides a unified approach to records management, supports overall effective information management, and leads the transition to electronic records management at UBC in an efficient, secure, and sustainable manner. Learn more about available services, training and best practices on the RMO website.