Recommended Naming Conventions

Overview

Using consistent naming conventions in SurePact ensures records are easy to search, identify, and manage. This guide outlines best practices for naming grants, projects, contracts, portfolios, and documents, helping teams maintain clarity and efficiency.

Why Naming Conventions Matter

Properly structured record names: ✅ Improve searchability and retrieval. ✅ Reduce errors and miscommunication. ✅ Standardise reporting and compliance. ✅ Ensure alignment across departments and teams.

💡 Tip: Avoid special characters (e.g., ! @ # $ % ^) as they may cause system compatibility issues.

Naming Conventions by Record Type

💡 Tip: We recommend including the financial year (FY) for grants and projects to track funding cycles effectively. However, organisations can tailor naming conventions to their needs—consistency is key!

🌏 Region of Magic: How Records Connect

To understand how naming conventions help structure records, let’s follow an example from the Region of Magic Council.

Creating a Portfolio

The council receives various types of funding, so they create a Portfolio to group all related projects and grants under a single initiative.

📂 Portfolio: Infrastructure & Community Development - Regional Growth Initiatives

Funding Grants Linked to the Portfolio

The council secures multiple grants to support different areas of development:

💰 Grants:

• Regional Growth Fund - Town Centre Revitalisation - FY25 (for urban beautification projects)

• Public Infrastructure Fund - Road Safety Upgrades - FY24 (for transport improvements)

• Sports Development Grant - Community Recreation Centre - FY24 (for community facilities)

Assigning Projects to a Grant

The Regional Growth Fund finances multiple projects to revitalise key areas:

🏗 Projects: (Funded by the Regional Growth Fund)

• Main Street Enhancement - Beautification - FY25

• Community Hub Expansion - Civic - FY25

Managing Contracts for a Project

The Community Hub Expansion project requires multiple contracts to complete different stages:

📜 Contracts: (For Community Hub Expansion)

• Design Services - 2024

• Demolition & Site Prep - 2024

• Construction & Fit-Out - 2025

Tracking Assets for the Completed Project

Once the Community Hub Expansion is built, the council needs to track its key assets:

🏛 Assets:

• Solar Panel System - FY25

• Security & CCTV System - FY25

• Public Art Installations - FY25

Managing Project & Compliance Documents

Each stage generates important documentation for reporting and compliance.

📄 Documents:

• Regional Growth Fund - Financial Report - V3

• Community Hub Expansion - Contractor Agreement - Signed

• Community Hub Expansion - Planning Approval Submission - FY24

💡 Tip: Structuring records this way makes it easy to track funding, project milestones, and compliance across all levels.

Best Practices for Naming Conventions

Ensuring consistency in naming conventions requires alignment across all departments. Follow these best practices:

✅ Key Naming Guidelines:

• Use structured prefixes for projects, contracts, and grants where applicable.

• Include location or department names to improve identification.

• Avoid generic or ambiguous names that make searchability difficult.

• Always include financial years (FY) for grants and projects to track funding cycles.

• Use version control for documents (e.g., V1, V2, Final).

📌 Common Prefixes Used in SurePact:

💡 Tip: Prefixes help categorise records efficiently, improving search and organisation.

Best Practices for Naming Documents

When uploading documents in SurePact, follow structured names to ensure easy retrieval and version control.

📂 Recommended Document Naming Format

[Record Name] - [Document Type] - [Date or Version]

Examples:

✅ Magic Creek Restoration - Environmental Impact Report - V1
✅ Flood Recovery Grant - Acquittal Report - 2024-03-15
✅ Town Centre Upgrade - Contractor Agreement - Signed

💡 Tip: Use "Draft" and "Final" labels where applicable (e.g., Community Hub Feasibility Study - Draft).

Key Guidelines for Consistency

• Follow the standard formats listed above for each record type.

• Use version numbers when updating documents (e.g., V1, V2, Final).

• Keep names short but informative to improve searchability.

• Ensure consistency across teams—establish these conventions as an internal standard.