Information to record
Use these prompts to agree the record for your project. Keep the answers and their source references together; leave an unknown value explicit rather than filling it with an assumption.
- Site code
- Use a clear project or location identifier.
- Tree ID
- Preserve the stable asset reference.
- Visit reference
- Identify the dated survey or inspection.
- File suffix
- Distinguish map, report, schedule and evidence files.
- Version
- State the issue or revision consistently.
Checks for this task
- Test names with two sites and repeat visits.
- Check leading zeros and punctuation survive spreadsheet export.
- Keep a record of genuine name changes and their earlier references.
A worked example
Illustrative example, not a client case: SITE-B-T012 remains the tree ID on every visit. A report file includes the site and issue date, while photographs add the visit reference. Sorting the schedule does not rename the tree.
Scope and limits
Naming conventions improve traceability but do not replace access control, backup or professional review.
Use the worksheet
The download contains the prompts and checks above with space for your project notes. It is a plain text document you can edit in a text editor or copy into your project brief. It contains no client information and does not run calculations, import records or change an account.
Continue the workflow
Prepared by Canopy.