File Names for Digital Objects

General Note about File Names

Digital objects such as JPEGs, PDFs and MP3s should be named systematically, for several reasons. First, we want to make sure that each file name is unique, so that we do not accidentally overwrite files when we upload a new project. Secondly, we want to make it easier for future workers in the archives to find the physical item than a digital file was based on. We do this by including clues in the file name about where the original objects came from.

Photographs, Documents, etc. from Archival Collections

For digitized items from Pacific's Archives Collections, use a file name made up of:

PUA_ + Identifier for the Collection + (optional Sub-Section identifier) + sequential number + (optional letter noting it is a back-side, etc.)

Examples:

• PUA_MS96_1 = Pacific University, part of MS.96 (the Atiyeh Collection), first digitized item

• PUA_MS96_1b = Pacific University, part of MS.96 (the Atiyeh Collection), first digitized item, back side ("b")

• PUA_MS96_1c = Pacific University, part of MS.96 (the Atiyeh Collection), first digitized item, another associated image ("c")

• PUA_MS3_12 = Pacific University, part of MS.3, 12th digitized item

• PUA_MS23_393 = Pacific University, part of MS.23, 393rd digitized item
  

Photographs from the Historic Photograph Collection

These photos are stored in boxes on the wall that is straight ahead when you enter the Archives' main storage room. This series of photographs were separated out from the general archival collections and placed into separate photograph-only files at some point, probably in the 1990s. We only add new photographs to this collection when we receive photographs that are "loose," i.e. not part of a larger archival collection. The file naming scheme is:

PUApic_ + Sequential number with leading zeroes + (optional letter noting it is a back-side, etc.) + file extension

Examples:

• PUApic_000001.jpg = Pacific University, Historic photograph collection, photograph number 1, JPG version

• PUApic_000001.tif = Pacific University, Historic photograph collection, photograph number 1, TIFF version

• PUApic_000001b.jpg = Pacific University, Historic photograph collection, photograph number 1, back side ("b"), JPG version

• PUApic_000001c.jpg = Pacific University, Historic photograph collection, photograph number 1, another associated image ("c"), JPG version

The "000001" numeral corresponds to the photograph collection call number written on the back of each photograph. All variations, extra images, etc. that are part of this photograph (such as the back-side of the photograph or other associated images), should receive the same number plus a variant on the end, such as b, c, d, e.

About the file extensions: For this collection (digitized in 2011-12), we retained the file extension in the metadata Identifier field; but in later years we dropped using the extension within the metadata.

Photographs of items in Pacific's Permanent Art Collections

For material from the Permanent Art Collection, use:

PUAC_ + Identifier for the Collection_ + (optional Sub-Section identifier) + sequential number + (optional letter noting it is a back-side, etc.)

Examples:

• PUAC_2014_01 = Pacific University Art Collection, Accession 2014.1

• PUAC_001 = Pacific University Art Collection, artwork number 1 [Note: this file naming structure is deprecated; whenever possible, use the item's accession number as the stem as in the previous bullet point.]

• For image variations, extra images from back-sides, etc., see the examples above under "Photographs or Documents from Archival Collections."

Oral Histories

For oral histories that are "standalone," i.e. not part of another Archival Collection, you may use the _OH identifier. Otherwise, the file naming scheme is the same as for "Photographs or Documents from Archival Collections," above.

PUA_OH_ + Identifier for the Collection + (optional Sub-Section identifier) + sequential number + (optional letter noting it is a back-side, etc.) + file extension

Examples:

• PUA_OH_1 = Pacific University, part of OHP (Oral Histories Project), first item

• PUA_OH_1b = Pacific University, part of OHP (Oral Histories Project), first item, second derivative file ("b")

• PUA_MS96_OH_Tape5_Side1 = Pacific University, part of MS.96 (the Atiyeh Collection), Oral History Tape 5, Side 1