Robert J. Dole Institute of Politics

Dole Archives Filenaming Policy

Return to previous: Import Scan

 

Filenames

Filenames will always follow this pattern:

  • Example: c014_001_002_all.pdf
Part Example Format
Collection code c014 see code list, numbers in the codes will always have 3 digits
underscore _  
Box 001 3 digits
underscore _  
Folder 002 3 digits
underscore _  
all or part1, part2, etc. all lowercase, no spaces

Important

Each filename should always have 3 underscores.

Box, folder and item numbers should always have 3 digits.

When scanning large folders over 50 pages, break up the folder into several files. Instead of _all at the end of the filename, label them _part1, _part2, etc.

Separate parts should not be combined into one file when the folder has been completely scanned.

Derivative Files

Derivative files (for access) that have been successfully processed with the PostScan action will have an _d at the end of their filename.

  • Example: c014_001_002_all_d.pdf

The _d should only be added through the automated PostScan process and should not be added manually.

Master Files

Master files (for preservation) that have been successfully processed with the PostScan action will have an _m at the end of their filename.

  • Example: c014_001_002_all_m.pdf

The _m should only be added through the automated PostScan process and should not be added manually.

 

Next: Embedding Metadata

Scanning FAQ
It is taking forever to save, etc, etc. This folder is huge. Is there any way to hurry this up?
Stop appending! Create a new file when your scan reaches +/- 50 pages. If it is still really slow, just talk to the Digital Archivist.
I reached 50 pages, but I’m right in the middle of a multi-page document. Do I just stop scanning?
Keep related pages or documents together. If you need to make a file slightly more or less than 50 pages to keep documents together, that’s ok. The point is to keep PDF file sizes manageable.
Example: For constituent mail, the two letters to and from Bob Dole should be scanned into the same PDF file. Don’t scan two documents that go together into separate files.
So now I’m going to have 2 or 3 files for the same folder. What do I call them?
Follow the Filenaming Policy. The files will end with _part1.pdf, _part2.pdf, etc.
My shift is ending but I’m not done scanning the folder. What do I do with it?
Select Scan is Complete. Save with the appropriate filename (i.e. the identifier from the Metadata Database). The next person who scans will append their files to yours (up to 50 pages)
I’m starting my shift, but the person before me left off in the middle of a folder. What file do I use?
Usually, you will append your scans to the existing file for that folder. Make sure to stop when you get to +/- 50 pages.
I keep getting an error message when I try to append to an existing file. Why?!
This is because we scan in an archival format called PDF/A. Here’s the workaround: make sure the file is closed. Then try to append. It should work. If not, ask the Digital Archivist.
What do I do if I forgot to add metadata or need to add another keyword?
In Adobe Acrobat Pro, go to File > Properties… You will see the Document Properties box. Enter the additional data and press OK. See also Embedding Metadata.
I tried to enter additional metadata, but the boxes are grayed out or I can’t save it.
Please talk to the Digital Asset Manager. Or, record the data in the Scanning Log and enter it directly into Entermedia when you verify your scans.