Guide · Updated 2026-10-02
How to Name Certificate Files for Audit
Use a consistent filename pattern: worker identity, credential, expiry or issue date, then optional provider. Store files where the matrix can point to them. Pretty folder trees fail when someone searches under pressure.
Quick answer
Agree one pattern such as `Surname-Firstname_ID_CSCS_2028-06-14.pdf` and apply it to every new upload. Rename legacy “IMG_4032” files as you touch them. Keep both card sides in one PDF where possible.
A pattern that survives audits
- Surname and first name matching the matrix row
- Stable worker ID
- Credential short name (CSCS, IPAF-3a, FAW)
- Expiry date in YYYY-MM-DD
- Optional: employer code for subcontract packs
Quality rules
- Reject unreadable scans before filing.
- One credential per file unless your process uses a single pack PDF with a contents page.
- Update the matrix link the same day you rename or replace a file.
- Do not rely on email subject lines as the archive.
Client portals often have their own naming rules — map to them at upload time, but keep your internal standard for the matrix store.
Honest limits
FieldClear attaches evidence to requirements so naming and record stay together. Filenames alone do not prove competence or satisfy every portal. Not legal advice.
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