Introduction

• These guidelines outline file naming conventions and file organization conventions for digitization projects.
  
  
• Guidelines support /wiki/spaces/DR/pages/1950449665 tasks required to transfer files into the /wiki/spaces/DR/overview.

File naming – guiding principles

Use the following rules when creating file names for digital objects 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 or 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. File names for University theses should have the author's name and year with no spaces or underscores (e.g.,FirstNameLastNameYear.pdf)
   
   
7. Refer to the following table for guidance creating file names for digitized archival material:

File organization - guiding principles

Use the following rules when organizing digital objects produced through digitization projects.

1. File 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 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. Store "access copies" in a sub-folder called "access"
   
   
7. When the "access copy" is a concatenated PDF, the PDF must be stored in the top-level folder and the "access" sub-folder.
   
   
8. Refer to the following table for guidance organizing files: