Records Management

Chapter 2: Records naming conventions

Titling records using naming conventions

When naming records, it is essential to use titles that are meaningful to others to ensure records can be identified, retrieved and used for authorised purposes throughout their retention period.

Schools must use naming conventions consistently when titling documents and other records (this includes records that have been digitised). A good record title will include the following elements:

1. Type of document or record, such as ‘minutes’, ‘report’ or ‘template’
2. Subject of the record, such as a team, project or committee name
3. Date, such as ‘2022 March’ or ‘31032022’.

For example: Minutes – School Council – June 2022.

Tips

• Avoid using acronyms. These become out of date over time and make record searches difficult.
• Include information that best describes the record in the title.
• Choose a date format that best suits the nature or frequency with which the record is created. For a file note or weekly report, the full date (day, month, year) would be appropriate. For monthly meeting minutes or an annual report, a partial date (month, year) may be sufficient.

Note: some school administration systems (for example, CASES21) have specific naming conventions that must be used – refer to the relevant user guides.