Blog:
What is a naming convention in Building Information Management?

A naming convention is a structured and consistent way of labelling files, documents and datasets to ensure they are easy to identify, retrieve and manage. It typically follows a predefined format that includes key details such as project codes, document types and version numbers.

In the built environment, naming conventions are especially important for organising vast amounts of information across the lifecycle of an asset. By following a standardised system, teams can reduce confusion, improve collaboration and ensure compliance with industry standards like ISO 19650.

Why do naming conventions matter?

We’ve all encountered files with cryptic names that once made sense but now offer no clues about their contents. The only way to identify them is by opening each one, then, if you remember, renaming it for clarity.

A well-defined naming convention provides a standardised approach to structuring information. This helps to reduce ambiguity and improve collaboration between stakeholders. Having a consistent naming system allows teams to:

• Find information quickly and prevent wasted hours searching for files.
• Ensure compliance as many regulatory frameworks require structured information management.
• Provide a common language across teams and disciplines to improve collaboration.
• Reduce errors which can lead to costly mistakes.
• Future-proof asset information by standardising data so it remains useful and relevant over time.

Common naming conventions in the built environment

The built environment typically follows industry-recognised naming structures. These include:

• ISO 19650-compliant file naming – A framework for structuring information throughout the lifecycle of a building or infrastructure asset.
• Company-specific standards – Some organisations prefer to develop their own naming frameworks tailored to their internal workflows and project needs.

The challenges of managing naming conventions

Despite the benefits of using a naming convention, enforcing it can be challenging. Teams often work across multiple systems, each with its own requirements. Human error, legacy data and inconsistent adherence to standards can lead to an unstructured and difficult-to-navigate information landscape.

New information collected during a capital project can be easier to structure, thanks to built-in workflows and pre-defined information requirements. The real challenge comes during the operational phase and digitising the vast amount of information that exists for complex buildings and large estates.

Where to start

When starting the journey of digitising building information, establishing a clear naming convention is a crucial first step. Before migrating documents and data into a digital system, there needs to be a defined, structured approach to file naming that aligns with industry standards like ISO 19650. This ensures consistency, making it easier to organise, retrieve and manage critical information throughout the asset’s lifecycle.

Alongside naming conventions, teams should also assess their existing data, identify gaps, and implement a centralised Common Data Environment (CDE) to store and maintain accurate records. By getting these fundamentals right from the outset, organisations can future-proof their asset information and lay the foundation for smarter, more efficient building management.

Making it easier

Watch out for future updates on how we’re making it easier to digitise building information! We have exciting news coming very soon guaranteed to help you save time, reduce costs and streamline asset management.