All of the files relating to a single archive record should be stored together in a single folder. In some cases there may be only one file, in other cases there may be many files.

The folder should be named with the following parts joined with the underscore character ( _ ):

• the collection code
• the archive record ID (see below).

Place all files relating to the archive record in this folder. This will include single pages of a multi-page document and single photos of a multi-photo set.

After scanning or photographing an item rename the resulting file with the following parts, joined with the underscore character ( _ ):

• the collection code
• the record type code. A = Audio, D = Document, I = Image, V = Video
• the archive record ID. This number will only be known once the item has been entered into the archive catalogue. Until this is known, use a dummy number greater than 1000 which can be changed later when cataloguing the item.
• if the file is part of a set in a folder, add an incrementing number to the end of each file name e.g. ABC_D_20_1.pdf. This could be the page number in the case of a document or the photo number in the case of a photo set.

See the File Storage document for further action.

Last edited on 02 May 2022 by Site Administrator

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