Naming Conventions for Open-ended Collections

Folder- and file-naming Conventions

Top-level folders

law
pres
spcl
ssa

Sub-Folders

2004 
2005
[etc.]

Filenaming Conventions for Documents

law2004-001.pdf
law2004-002.pdf
law2004-003.pdf
...
[etc.]

pres2004-001.pdf
...
[etc.]

Filenaming Conventions for Multi-part Documents

law2004-005-1.pdf
law2004-005-2.pdf
[etc.]

pres2004-046-1.djvu
pres2004-046-2.djvu
...
[etc.]

On staff.lib.uchicago.edu, the folder and file hierarchy would appear like this:

/storage/law/2004/law2004-001.pdf
/storage/pres/2004/pres2004-001.pdf
/storage/spcl/2004/spcl2004-001.pdf
/storage/ssa/2004/ssa2004-001.pdf

Note: We repeat prefixes such as "law," "pres," "spcl," and "ssa" in front of filenames in order to make filenames completely unique in the filesystem. This allows for the possibility of moving files safely and conveniently in future, without first analyzing whether they have to be renamed to avoid naming collisions.

Folder/file organization for TIFF originals

/storage/pres/2004/tiff/pres2004-001-001.tif

909 naming convention in MARC records

Synopsis:

909 #a arch #b law #c 2004-001 [2004-002, etc.]
909 #a arch #b ssa #c 2004-001 [2004-002, etc.]
909 #a dig #b pres #c 2004-001 [2004-002, etc.]
909 #a dig #b spcl #c 2004-001 [2004-002, etc.]

(For an overview of 909 construction and use, see 909 General Guidelines.)

Note: Beginning 1 July 2005, "2004" becomes "2005", and so on for subsequent fiscal years. Each time this happens, numbering begins again at 1, i.e., 2005-001, etc. We use a numbering system based on fiscal year to facilitate end-of-year reporting (e.g., to answer the question "How many files did I archive this year?" one may simply count the number of files in the folder.)

856 construction for MARC records

To make a local digital copy available over the Internet, an appropriate 856 needs to be added. Here is how to construct one from the 909 field. The following 909 fields

909 #a arch #b law #c 2004-001
909 #a arch #b ssa #c 2004-001
909 #a dig #b pres #c 2004-001
909 #a dig #b spcl #c 2004-001

map to

856: #u http://pi.lib.uchicago.edu/1001/arch/law/2004-001
856: #u http://pi.lib.uchicago.edu/1001/arch/ssa/2004-001
856: #u http://pi.lib.uchicago.edu/1001/dig/pres/2004-001
856: #u http://pi.lib.uchicago.edu/1001/dig/spcl/2004-001

One way to visualize the transformation is as follows, where the elements of the 909 field are shown in boldface, and the "boilerplate" is shown in brackets:

Explanatory note in MARC records

Where a MARC record points to both a printed and a digital manifestation of a work, the following note is added:

530: Also available on the Internet.

A note such as

530: Also available in the University of Chicago Library Digital Archive.

should be added to MARC records for grey literature to alert a user or staff member that an item is also available in our local digital archive.

Accessibility

Access via the web for grey literature not be possible by default. If an 856 is added to a record to provide unrestricted Internet access to the file, contact sysadmin@lib to remove the access restriction to it.