Asset file naming conventions - guidance

Version control

1.0 Scope of this document

1.1 Introduction

This document will provide guidelines for the naming of all compliance records that are sent to Loughborough University by 3rd party contractors. Without these standards, accessing, recalling and cataloguing these records becomes a complicated task.  The focus of these standards is on the following areas:  

• Simplicity  
• Readability  
• Accessible

The guidelines below will explain the design with examples.

1.2 Why do we have the asset naming conventions?  

Loughborough University has established these conventions so that it has an accessible and standardised referencing system for all compliance records. Through this, the University will streamline its statutory compliance processes.  

2.0 Loughborough University Facilities Management Asset file naming structure:

This document’s purpose is to provide a defined structure to the asset file naming conventions received by the University from external contractors. The structure is designed to give maximum clarity to each file so that it can be sorted correctly by the University. Some asset types will have additions or exemptions based on the practical necessity of the inspections, items, and environments.

2.1 File naming structure 

PM or RM

PM1234567 123 Fall Arrest 21-02-2024

This prefix denotes whether the report pertains to a “Preventative Maintenance” record (PM) or a “Reactive Maintenance” record (RM). A file should only contain PM or RM, not both.  

Asset or Job number

PM1234567 123 Fall Arrest 21-02-2024

This section lists the Loughborough University asset number that the record pertains to. This is usually seven-digits long. If the item does not have  an asset number or multiple asset numbers are present, then please use your job number in its place.  

Building number

PM1234567 123 Fall Arrest 21-02-2024

In this section, please place the Loughborough University Building ID number, this will always be three digits in total (001-999). 

Compliance Area

PM1234567 123 Fall Arrest 21-02-2024

This section should list a basic description of the compliance area the listed item/s concern. e.g., Fall Arrest, Lightning Protection, Automatic Doors etc.    

Date

PM1234567 123 Fall Arrest 21-02-2024

Please add the date that the file concerns here in the DD-MM-YYYY format. If the asset is examined in a different cycle (such as quarterly), please indicate the quarter here (e.g. Q3) 

Please include a space between each section as illustrated above (Note there is no space between PM and the Asset number).

2.2 Email subject structure 

In the email subject line, please include the following details.

PM or RM

PM 1234567 Chiller 123 Edward Herbert Building

This prefix denotes whether the email pertains to a “Preventative Maintenance” record (PM) or a “Reactive Maintenance” record (RM). An email should only contain PM or RM records, not both

Job number

1234567 Chiller 123 Edward Herbert Building

This section should list your unique job number of the record/s attached. If the email represents multiple job numbers, this section should be ignored.

Compliance Area

1234567 Chiller 123 Edward Herbert Building

This section should list a basic description of the compliance area the listed item/s concern. e.g., Fall Arrest, Lightning Protection, Automatic Doors etc.    

Building number

1234567 Chiller 123 Edward Herbert Building

In this section, please place the Loughborough University Building ID number, this will always be three digits in total (001-999).

Building name

1234567 Chiller 123 Edward Herbert Building

In this section, please include the building name. E.G., Edward Herbert Building, Morag Bell etc.  

Please include a space between each section as illustrated above.