How to Name Files in AVA

Using a standardized file naming system ensures AVA stays organized, searchable, and consistent. Clear file names help staff quickly locate documents, reduce errors, and support efficient case review.

Consistency across all staff improves collaboration, accountability, and overall documentation quality.

To help with case review and standardization please follow these examples when naming files in AVA. 

When saving bank records, the files should be named as follows:

Name of Bank – Type of Account (checking or savings) and last four digits of the account number – Date (month and year)

  • Ex: Bank of Oklahoma – Checking 1234 – 02-2026

For hospital records, the files should be named as follows:

Hospital Name – Reason for hospitalization (if applicable) – Date (month and year)

  • Ex: Hillcrest South – Heart Attack – 02-2026

For all other records:

Name of Document – Applicable Details – Date (month and year) or Date Range (month and year – month and year) if applicable

  • Ex: Obituary – 02-2026
    Burial Policy – 02-2026
    Clox – 02-2026
    Exit 25 – 02-2026
    Warranty Deed – 02-2026
    POA – Name of POA – 02-2026
    Guardianship – Name of Guardian title 30 – 02-2026
    Receipt – Name of Retail Store or Item Purchased – 02-2026
    PMSE – 02-2026
    Home health care – 02-2026
    Nursing Notes – 12-2025 thru 02-2026
    Billing Statement – Countryside Estates – 02-2026
    ADM-60 – 02-2026

*Note: If there is more than one AV listed on the account follow the guidelines above and include the AV’s name when naming the file. See examples below including the AV’s name.

Name of Bank – AV Full Name – Type of Account (checking or savings) and the last four digits of the account number – Date (month and year)  

  • Ex: Bank of Oklahoma – Donald Duck – Savings 1234 – 02-2026

Hospital Name – Reason for hospitalization (if applicable) – Date (month and year)

  • Ex: Donald Duck – Hillcrest South – Heart Attack – 02-2026

For all other records:

Name of Document – Applicable Details -Date (month and year) or Date Range (month and year – month and year) if applicable

  • Ex: Donald Duck – Obituary – 02-2026
    Donald Duck – Burial Policy – 02-2026
    Donald Duck – Clox – 02-2026
    Donald Duck – Warranty Deed – 02-2026
See a mistake on this page?