An Ultimate Guide to Create Naming Conventions for Assets

Creating an effective naming convention for your assets can significantly enhance your asset management process, making it more streamlined and less prone to errors. To establish effective naming conventions, defining the goals you want to achieve with the naming system is crucial. Here is a comprehensive guide that can help:

How to Create Naming Conventions for Assets? The Ultimate Guide

Benefits of Asset Naming Conventions

Asset naming conventions are crucial for efficient asset management. They offer several benefits

Ease of Identification

Naming conventions that include meaningful and descriptive information enable users to identify and understand assets without opening or previewing them. Users can gather important details about an asset's content, purpose, or context from its name, facilitating efficient decision-making and workflow management.

Enhanced collaboration

Clear and standardized asset names facilitate collaboration among team members. When assets are named consistently, it becomes easier for team members to understand what each asset represents, track changes or versions, and collaborate effectively on shared projects.

Streamlined Work Orders

Properly named assets simplify the process of generating and managing work orders in a CMMS.

Effective Asset Tracking

Naming conventions can align with  Asset Management Systems and tools, facilitating seamless integration and automation. Well-structured asset names can be used as metadata or search criteria within asset management systems, enabling efficient tracking, categorization, and reporting.

Reduced MTTR

Quicker identification and location of assets lead to a decrease in Mean Time To Repair.

Components of a Good Asset Naming Convention

An effective asset naming convention typically consists of the following

Asset Category
This specifies the type or class of the asset.
Location Identifier
This indicates where the asset is situated.
Sequential Number or Code
This unique identifier distinguishes the asset from others in the same category or location.
This can denote the year of purchase or installation.

Best Practices for CMMS Asset Naming Conventions

Understand your Assets

First and foremost, you need to have a clear understanding of all your assets. Categorize them based on their nature, type, location, or function. For instance, if you're managing IT assets, categories may include servers, laptops, desktops, etc.

Establish a Format

Set a consistent format that will be used across all assets; This could be a mix of identifiers such as the asset's type, location, purchase date, or other relevant descriptors.

For example, a laptop asset name could look like this:


Keep it Simple and Consistent

The naming convention should be straightforward and consistent; This is crucial to eliminate confusion when generating work orders in a Computerized Maintenance Management System (CMMS) or referring to assets during maintenance tasks.

Ensure it is Scalable

Your naming convention needs to be scalable. As your business grows, the system should be flexible enough to accommodate new asset types or categories without creating confusion or overlaps.

Document and Train

After creating a naming convention, document it and provide training to all employees who will interact with the assets. Proper understanding and use of the convention will help to Reduce Mean Time to Repair (MTTR) as maintenance staff can quickly identify and locate the assets needing attention.

Leverage a CMMS

A Computerized Maintenance Management System (CMMS) can be extremely beneficial in managing and maintaining these naming conventions. It can automate the asset numbering process, manage work orders effectively, and keep track of assets throughout their lifecycle, ensuring no duplication or errors.

Review and Refine

Lastly, ensure you review the effectiveness of your asset naming conventions periodically and refine them if necessary. User feedback can be invaluable in understanding how the system works and where improvements may be required.

Developing an effective asset naming convention requires planning and thought, but when done correctly, it can significantly enhance asset tracking, reduce confusion, and improve overall asset management. When using a CMMS, follow these best practices for asset naming

Use the same structure and format for all assets.
Avoid overly complex names that are difficult to understand or remember.
Ensure all users are trained on the naming convention and understand its importance.
Use of CMMS Features
Utilize features such as automated asset numbering and parent-child relationships in your CMMS.

Logical Asset Naming Conventions

A logical asset naming convention follows a clear, understandable logic that reflects your organization's operations

Hierarchical Structure
Assets are named according to their position in a hierarchy, such as system-equipment-component.
Functional Description
The name describes the function of the asset.
Sequential Numbering
Assets in the same category or location are numbered sequentially.

Developing and implementing an effective asset naming convention requires planning and consideration. However, it can significantly improve your organization's asset management capabilities and overall efficiency once in place.

Naming conventions can greatly vary based on industry and the organization's specific requirements. Here are a few examples of asset naming conventions for large-scale industries:

Manufacturing Industry

A large manufacturing plant with multiple production lines might use a convention like this: PLANT#_PRODUCTIONLINE#_EQUIPMENT#

For example, Plant1_ProductionLine5_Machine3 could refer to the first plant's third machine on the fifth production line.

IT Industry

In a large IT firm with numerous servers and networking devices across different locations, the convention could look something like this: LOCATION_TYPE_MODEL_SERIAL

For example, NYC_Server_DellR720_1234 would represent a Dell R720 server in New York City with the serial number 1234.

Healthcare Industry

In a large hospital with multiple departments and a vast array of equipment, a suitable naming convention might be: DEPARTMENT_EQUIPMENTTYPE_BRAND_MODEL

For example, Radiology_XRay_Siemens_5678 refers to a Siemens X-ray machine in the radiology department with model number 5678.

Utility Industry

For a large utility company with widespread infrastructure, the naming convention could be: REGION_SUBSTATION_EQUIPMENTTYPE_ID

For example, North_Substation3_Transformer5 refers to the fifth transformer at the third substation in the northern region.

Remember, the best naming convention is one that works for your organization's specific needs and can scale as your organization grows. A well-implemented naming convention and an effective CMMS can drastically improve asset tracking, maintenance, and overall efficiency.

Bottom Line

Implementing a well-defined asset naming convention is crucial for effective asset management, and it can be significantly enhanced by utilizing a comprehensive CMMS (Computerized Maintenance Management System) software like Cryotos.

An asset naming convention provides structure and consistency in naming assets, enabling easy identification, organization, and information retrieval. It ensures that assets are named and standardized, incorporating relevant details such as project codes, descriptions, dates, or versions. This consistency promotes streamlined workflows, reduces errors, and improves overall productivity.

When combined with CMMS software like Cryotos, the benefits of an asset naming convention are amplified. Cryotos CMMS software is designed to optimize maintenance and asset management processes. It allows organizations to track and monitor assets, schedule maintenance tasks, generate reports, and analyze data for informed decision-making. Combining an asset naming convention and Cryotos CMMS software offers a powerful solution for optimizing asset management.

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What Do Our Clients Says ?

Amrapali Exports - Esteemed Clients of cryotos
Anuraj Sharma - Maintenance Manager

The best thing about Cryotos CMMS software is that it always tells me when something needs to be fixed - before it breaks and cost me a fortune!

The software is very user-friendly, and even if I don't know how to do something, the support team is always there to help me out.

Most importantly, unlike other such software, Cryotos is editable and hence the user can modify how the software works as per their need, we made several changes in the workflow & flowchart with the help of development team.

I don't know what I would do without Cryotos! I've been using it for years, and it has saved me so much time and money. I highly recommend it to anyone who wants to manage their assets efficiently.

Resil Chemicals - Esteemed Clients of Cryotos
Jeevan Belliappa - Head, Information Technology

Since we've been using Cryotos CMMS Software, our asset maintenance management has been running more smoothly than ever. We're able to track and optimize our preventive maintenance with ease, thanks to the customized process workflow. This has been a lifesaver for our team!

The Cryotos CMMS software has allowed us to manage our assets more effectively and efficiently. It has helped us to improve our asset utilization. The software is user-friendly and easy to navigate, and the support team is always quick to help with any questions we have. We're very happy with the results we've seen so far and we're confident that we'll continue to see improvements in our asset management as we use the Cryotos CMMS software.

Planys - Cryotos Esteemed Client
Antony Jacob Ashish - Lead, R&D

Cryotos goes above and beyond when it comes to customer satisfaction. Planys Technologies use Cryotos for preventive/ corrective maintenance of our critical systems and not once did we face a problem that was not dealt with immediately. The team is extremely professional and helpful. We can rely on Cryotos when it comes to the operations and processes.

Thanks to the whole team for the amazing performance and thought leadership. It's rare to see teams that can put themselves in the customer's shoes and think from their perspectives - Cryotos team doesthat and more.

We recommend Cryotos if you are looking to put an end to your preventive maintenance problems and sign up with them!

Thanks to the team for an awesome job.

Xpert IFM - Esteemed Clients of Cryotos
Siva Shankar - AGM, (Operations & BD)

On behalf of Xpert FMS we would like to express our sincere appreciation for the excellent support Cryotos team have provided us for our building and facility management. Cryotos has always provided support that is timely and meets our expectations. Professionalism and quick response are the hallmarks of this team.

Sincere appreciation for the team's brilliant performance and wish them continued success. We highly recommend Cryotos as they have executed well on all assigned tasks and continue to outperform.

Thanks to all the hard work, our lives have become easier.

ST Jude India Childcare Centers - Cryotos Esteemed Client
Mukesh J - CIO

We are able to raised the workorder and tracking of these till the closure as helped us to provide better services our beneficiaries. Workflow-based work order management has helped us to define processes for each locations separatley. System provide notification once order is raised for assignment to engineer.

Maspro - Esteemed Clients of Cryotos

This CMMS software is top-notch! I can't believe how much it has helped me with my facilities maintenance management. Customized reports and business intelligence have been invaluable in making better decisions.

The software offers a great deal of customization for each organization's specific needs. They are always updating the software with new features and improvements, which is great. The support team is fantastic - they are always quick to help with any questions or problems we have. This software has definitely made my life a lot easier! It's so easy to use and it's really helped me keep track of all my maintenance tasks in one place. I would definitely recommend it to anyone looking for a CMMS platform.

Al Zain Farms LLC - Esteemed Clients of Cryotos
Mr. Vishnu S Nair

Since we've started using Cryotos, our team has been able to stay on top of all the various SOPs. Checklists and safety procedures are now easily accessible to everyone, and we can quickly reference them whenever we need to. The software has definitely helped to improve our team's communication and efficiency. Plus, the fact that it's cloud-based means we can access it from anywhere, which is a big plus. It has been a great help in keeping everyone on the same page and up to date with the latest procedures.

Dinex - Esteemed Clients of Cryotos
B S Vijaya K. - Maintenance Engineer

At starting it felt some what difficult for scheduling but now it made to easy access.

Review from Capterra

Korrun - Esteemed Clients of Cryotos
Nithin G. - Maintenance Incharge

Overall: Nice Software
Pros: Scheduling, work order creation, asset inventory, records.
Reasons for Choosing Cryotos: Compared to other products it's easy to use and easy to understand the feature.

Review from Capterra

Aptiv8 IT Solutions
Hashim - Business Project Manager

This CMMS software is top-notch! I can't believe how much it has helped me with my facilities maintenance management. Customized reports and business intelligence have been invaluable in making better decisions.

The software offers a great deal of customization for each organization's specific needs. They are always updating the software with new features and improvements, which is great. The support team is fantastic - they are always quick to help with any questions or problems we have. This software has definitely made my life a lot easier! It's so easy to use and it's really helped me keep track of all my maintenance tasks in one place. I would definitely recommend it to anyone looking for a CMMS platform.

Gurit - Esteemed Clients of Cryotos
Mr. Mohanmurali R

I recently purchased Cryotos CMMS Software for asset management needs at my organization and after a few months of testing and monitoring, I'm incredibly pleased with the results. The software is user friendly, accessible and the design is very intuitive. It covers all the aspects of managing maintenance and repair, starting from preventive maintenance and standardizing operation cycles, to scheduling and streamlining workflows. I am highly satisfied with the performance and the range of features offered by Cryotos. Highly recommendable!

Metro Tyres - Esteemed Clients of Cryotos
Mr. Sanjay Beri

Before using Cryotos, asset management and maintenance seemed like an uphill task for my team. Manual processes laden with human errors did not work for us at all. We decided to go with Cryotos after checking out similar products in the market.

The user interface of the software is intuitive and easy to use, making it simple to navigate through the different features and functionalities. I particularly appreciate the ability to track all assets in real-time, allowing me to keep a close eye on their performance and maintenance needs.

Customized work order and workflow creation has reduced the needs to always follow a particular template. Depending on our needs we can create tailor made workflows to suit our requirements.

I highly recommend Cryotos to anyone who would like to unburden themselves of maintaining and managing their critical assets.

Dinex - Esteemed Clients of Cryotos
Mr. Yuksel Aksin

As a customer of Cryotos CMMS software for asset management needs, I must say that I am thoroughly impressed with the features and functionality offered by the platform. Cryotos CMMS software has made managing my assets a breeze, and I no longer have to worry about missing maintenance or inspections.

One of the standout features of Cryotos CMMS software is the ability to generate work orders and schedule maintenance tasks. This has made it easy for me to stay on top of maintenance and repair tasks, ensuring that my assets are always in optimal condition.

The software also allows me to track inventory levels which has streamlined my inventory management process. The ability to generate reports and analyze asset performance data has also been invaluable in helping me make data-driven decisions about my assets. Overall, I would highly recommend Cryotos CMMS software to anyone looking for a reliable and efficient asset management solution.

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