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2. File Organization

Use this guide while scanning records to organize the digital files so they match the physical arrangement of the original records.

Workflow Overview

Step Section Purpose
1 Folder Structure Recreate the collection, box, physical folder, and item hierarchy in the local processing directory.
2 Create a README File Add readme.txt to each item folder and record the item, location, and scanning details.
3 Page Scan Filenames Confirm the correct item ID pattern and page-number format before renaming scans.
4 Rename Page Scans with FreeCommander Use FreeCommander Multi-Rename to apply the item ID and page counter to scan filenames.
Reference Community Archives Collection Numbers Check collection numbers and related repository links when building item IDs.
Check Before Moving On Confirm the item folder, README, scan order, and filenames are ready before moving files.
5 Move Files to DPLAB Storage Move the organized collection or series hierarchy to DPLAB_STORAGE.

Folder Structure

Save the files in your local processing directory:

C:\DPLAB\processing

Recreate the physical organization of the original records as folder directories. Build the directory hierarchy in this order:

  1. Collection or series: Create one top-level folder for the entire collection or series being scanned. Begin the name with the local call number followed by an underscore.

    ca-017_first-presbyterian-church
ca-013-001_hahira-historical-society_gold-leaf

  2. Box: Inside the collection or series folder, create one subfolder for each physical box. Use b as the box abbreviation and a two-digit box number.

    ca-017_b01
ca-013-001_b01

  3. Physical folder: Inside each box folder, create one subfolder for each physical folder. Use f and a three-digit folder number, then add a shortened version of the folder title.

    ca-017_b01-f001_constitutions-bylaws
ca-017_b01-f002_budgets-1977

  4. Item: Inside each physical folder directory, create one subfolder for each item. Use an incrementing three-digit item number followed by a shortened item title.

    b01-f001-001_item-title
b01-f001-002_item-title

Filename rules

Use only lowercase letters, numbers, hyphens, and underscores in folder and file names. Do not use spaces or other special characters. Use hyphens between words and underscores to separate major parts of a name.

Inside each item folder, create a folder named:

scans

After creating scans, move all page scan image files into that folder.

Example complete hierarchy:

ca-017_first-presbyterian-church/
+-- ca-017_b01/
    +-- ca-017_b01-f001_constitutions-bylaws/
        +-- b01-f001-001_item-title/
            +-- readme.txt
            +-- scans/
                +-- item-id_p001.png
                +-- item-id_p002.png

Create a README File

Create a plain-text file named readme.txt in each item folder so future staff can identify the item and understand where it belongs.

Include:

  • the full item name
  • the physical location, including collection or series, box, and folder information
  • the scanning date
  • your name
  • any additional notes needed to understand the folder's contents

Use this basic format:

Item name:
Location:
Scanning date:
Scanned by:
Notes:

After creating readme.txt, confirm that the item folder includes both readme.txt and the scans directory.

Page Scan Filenames

For textual documents, page filenames should include:

  • Community Archives collection number
  • series number
  • subseries number, if applicable
  • any additional sub-subseries numbers, if applicable
  • item number
  • page number

Use this pattern:

item-id_p###.png

Examples:

ca-001-001-001_p001.png
ca-001-001-001_p002.png
ca-001-001-001_p003.png

If the item belongs to a subseries, include that number in the item ID:

ca-001-001-002-001_p001.png
ca-001-001-002-001_p002.png

Ask before guessing

If you are unsure which collection, series, subseries, or item number to use, stop and ask Archives staff.

Rename Page Scans with FreeCommander

Use the FreeCommander Multi-Rename tool to rename page scans quickly.

  1. Open the item folder in FreeCommander.
  2. Open the scans folder.
  3. Sort the scans in page order.
  4. Make sure the first page scan is at the top of the rename list.
  5. Select the scan files.
  6. Press F2 to open Multi-Rename.
  7. Replace the original filename pattern [n] with the item id string + "p[c]" to add a page number counter.
FreeCommander Multi-Rename setup for page scans

Example FreeCommander rename string:

ca-001-001-001_p[c].png

The counter [c] creates the page numbers:

ca-001-001-001_p001.png
ca-001-001-001_p002.png
ca-001-001-001_p003.png

Check the first page

The Bookeye often saves the first page as KIC.png and the second page as KIC_01.png. Make sure KIC.png is at the top of the rename list so it becomes p001.

Community Archives Collection Numbers

Community Archives collection numbers can be checked in Vtext:

Community Archives Projects in Vtext

CA Number Collection
CA-001 Lowndes County Historical Society
CA-002 Grady County Historical Society
CA-003 Thomasville History Center Collection
CA-004 Houseal Collection
CA-005 Bennett Collection
CA-006 Valdosta Project Change
CA-007 Turner Center for the Arts
CA-008 Macedonia Community
CA-009 Quitman Brooks County Museum and Cultural Center
CA-010 Brooks County Historical Board
CA-011 Mitchell County Genealogical Society
CA-012 Berrien County Historical Foundation
CA-013 Hahira Historical Society
CA-014 Ray City Community Library Collection
CA-015 River Hill Baptist Church Collection
CA-016 Worth County Historical Society
CA-017 First Presbyterian Church-Warner Robins, GA
CA-018 Cook County Historical Society
CA-019 Valdosta-Lowndes Chamber of Commerce Collection

For series and subseries numbers, check ArchivesSpace Community Archives Repository.

Before Moving On

Before continuing to ABBYY FineReader processing, confirm:

  • the digital directory hierarchy matches the physical collection, box, folder, and item arrangement
  • the collection or series hierarchy is saved under C:\DPLAB\processing
  • all folder and file names use only lowercase letters, numbers, hyphens, and underscores
  • each item folder has a scans directory
  • all page scans are inside scans
  • page scans are in correct order
  • page filenames begin with the correct CA item ID
  • page numbers start at p001
  • readme.txt has been created and filled out in each item folder
  • no later workflow files have been added yet

Move Files to DPLAB Storage

After the folder hierarchy and page scan filenames are correct, move the completed collection or series folder to DPLAB_STORAGE:

V:\librarydata\archives_store\dplab_storage

Keep the top-level folder naming pattern created in the local processing directory:

call-number_collection-name_series-name

Example:

ca-013_hahira-historical-society_gold-leaf

Move the completed collection or series folder from C:\DPLAB\processing to DPLAB_STORAGE without flattening or changing its internal hierarchy.

After the move is successful, confirm that the collection, box, physical folder, item, readme.txt, and scans directories are present in DPLAB_STORAGE.

Next Step

After the organized files have been moved to DPLAB_STORAGE, the next workflow step is ABBYY FineReader Processing.

Scanning and file organization may be the only steps assigned to a particular student worker. The same student may continue to ABBYY FineReader processing, or another student may pick up the item later using the organized files and readme.txt.