file management best practices observations from the history department carla zimowsk technology...
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File ManagementBest Practices
Observations from the History Department
Carla ZimowskTechnology Manager
Princeton University History Department
“File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014
Why such a simple topic?Department technologist and librarian combine efforts to
better educate History faculty and graduate students on the basics.
Old archivist saying: “You don’t own it
if you can’t find it!”
No universal approach or tool.
http://www.damlearningcenter.com/street-smarts/file-naming-best-practices-for-digital-asset-management/
“File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014
Cues from real-world organization – internal/external: A study in human-information behavior
“File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014
HistoryOfBooksHistoryOfBooks
CensorshipCensorship
EnglandEngland ItalyItaly FranceFrance
ArticlesArticles
ImagesImages
Hierarchies
http://javieraenglish.blogspot.com/2011/01/hunger-mind-mapping.html Mind map that links four ideas of the Knut Hamsun's novel Hunger: Existentialism, Christianity, Hamsun, and Literary Features.
RelationshipsMind-MappingSmart Search
“File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014
Still comes down to fundamentals!
Unique IdentityUniversal Readability
What’s In a
Name?
File Naming Best Practices!
Filenames can be problematic when sharing files between platforms and systems.
• Mac allows certain symbols in filenames that Windows does not
• For files on the web, spaces are replaced with %20 in URLs
“A filename you can easily read.doc” = A%20filename%20you%20can%20easily%20read.doc”
• In general, try to stay away from spaces as well as the following characters: \ / : * ? “ < > | [ ] & $
To chronologically sort files based on date, use a YEAR-MONTH-DAY format along with a 4 digit year as opposed to a 2 digit year. For example, 20110413.jpg instead of 04132011.jpeg.
http://www.damlearningcenter.com/street-smarts/file-naming-best-practices-for-digital-asset-management/
“File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014
Search/Query:Which deeds show Martin?Which deeds show Big Creek?Which deeds were filed 1907?
What do youwant to know
from your files?
Scans- Land Deeds
Scans- Land Deeds
“File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014
File Naming Best Practices!• Be consistent • Create a naming
convention• Document it (readme)!
Record Type Abbreviation Key: DR (death record)CR (census record)MR (marriage record)BR (birth record)MT (military record)CD (city directory)PR (property records)IMG (photo)FS (family sheet)File names within member folders:yyyyRTST-ZimonskiMartin001.xxx RT(record type abbrev) ST(state abbrev)
Naming convention:For surname or group folders, use the the spelling most commonly known
For individual files – use the spelling as seen on that document – tag the document with the common spelling.
Husbandsurname-Wifemaidenname (if couple or group)
SurnameFirstname (if individual)
If repeated names – use middle SurnameFirstnameMiddle
“File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014
File Naming Best Practices!
Search/Query:Which deeds show Martin?Which deeds show Big Creek?On which deed is Martin listedas a widower?
“File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014
MichiganArchivesMichiganArchives
OscodaCountyOscodaCounty
LandDeedsLandDeeds
Libre001-1882Libre001-1882
What is metadata and why should you care?
MetadataAs Filing System
http://helpx.adobe.com/bridge/using/metadata-adobe-bridge.html#import_metadata_into_a_document
http://helpx.adobe.com/bridge/using/metadata-adobe-bridge.html
Scans- Land Deeds
Scans- Land Deeds
ContextContentIdentity
Search/Query:Which deed shows Martinas “widower”?
Which deeds show Big Creek?
Tags: widower; Big Creek Township;
“File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014
Keep your tags with your documents!Considerations:
OS-specificApplication-specific
Dropbox?Google Drive?
Evernote?DevonThinkWebspace?
Etc.
Mac to Windows?Windows to Mac?
“File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014
OCRPDF vs. Image File
Not necessarily efficient for a large batch; should be aconsideration at the time ofcollection.
“File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014
• OS tagging
http://www.techrepublic.com/blog/window-on-windows/tag-your-files-for-easier-searches-in-windows-7/4024
Within specific apps (Acrobat, Bridge, Photoshop, Word )
• Batch conversionAdobe Acrobat Pro
AdobeBridge• Batch-renaming
http://www.sherrodcomputers.com/products_filerenamer_download.cfm (Windows)http://www.macupdate.com/app/mac/33659/rename (Mac)
• Batch-taggingAdobeBridge
MetadataTouch: http://www.digitalconfidence.com/MetadataTouch.html
• DevonThink, Evernote, Zotero
Tools for that!
“File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014
File ManagementBest Practices
Observations from the History Department
Carla [email protected]
Technology ManagerPrinceton University History Department