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File naming – guiding principles

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Generate names for digital files according to reference codes or other unique identifiers. Use the following rules when creating file names for digital objects .

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produced during archival digitization projects.

1. Reference codes and physical storage locations are required for all analog archival material prior to digitization. Consult the Digital Archivist before digitizing archival material that does not have a reference code.
   
   
2. File names mimic reference codes or other unique identifiers.
   
   
3. File names include the following elements:
   
   
   1. Collection ID (retrieved from the /wiki/spaces/APM/pages/90538072)
   2. Box number
   3. Folder number
   4. Item number (where applicable)
   5. Automatically generated three-digit sequential number
      
   Digitized special collections or other library material receive file names that include one or more of the following elements:
   
   1. Collection name or ID (where applicable)
   2. Unique identifier (where applicable)
   3. Item title (where applicable, shortened as much as possible)
   4. Volume or issue number (where applicable)
   5. Automatically generated threeor four-digit sequential number
      
      
4. File names are as short as possible. 
   
   
5. File names have no spaces. Use underscores to fill in spaces:
   
   
   1. ms-#-###_box#_folder#_item#_sequential#
   2. ua-#_box#_folder#_item#_sequential#
      
      
6. Refer to the following table for guidance creating file names:

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File organization - guiding principles

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Organize digital files according to the reference codes or other unique identifiers. Use the following rules when organizing digital objects produced through digitization projects.

1. File paths folder names (i.e., directory structure) mimic reference codes or other unique identifiers.
   
   
2. File paths organize digital files according to provenance.
   
   
3. File paths enable browsing the server archival storage by reference code or other unique identifiers. 
   
   
4. File paths are as short as possible.
   
   
5. Folder names have no spaces. Use underscores to fill in spaces.
   
   
6.  File paths organize digital files according to provenance.
   
7. Create “top-level” folders based on a unique collection ID (e.g., MS number or UA number).
8. Create sub-folder names based on box and folder numbers (e.g., collectionID/box#/folder#/)
Store “access copies” in a sub-folder called “access” that is nested within the appropriate folder (e.g., collectionID/box#/folder#/access)Store "access copies" in a sub-folder called "access"


9. When the "access copy" is a concatenated PDF, the PDF must be stored in the top-level folder and the "access" sub-folder.
   
   
10. Refer to the following table for guidance organizing files:

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