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File and Folder Naming Guidelines

Use this baseline structure for folders:

collection/series-id_box-number-folder-number_short-title
collection/series-id_box-number-folder-number-000_short-title

Digital folders and item folders should line up with their physical counterparts. Each computer folder should match the original physical box and folder as closely as possible. The goal is to mimic the original order so the digital files preserve the same arrangement as the archival materials.

Practical example of folder with item subfolders inside:

ca-002-006_b001-f012_roddenberry-family-tree
|-- ca-002-006_b001-f012-001_roddenberry-ancestry
+-- ca-002-006_b001-f012-002_smith-family
Part What it means Example
collection/series-id Collection and series identifier before the first underscore ca-002-006
b000 Box number using b with three digits b001
f000 Folder number using f with three digits f012
000 Optional item number using three digits and no letter; use only when one physical folder contains multiple items 001
short-title Brief physical folder title using dashes between words roddenberry-family-tree

Folder and item IDs must be unique

Each folder ID must be unique within the collection or series. If one physical folder contains multiple item-level scan groups, add a unique three-digit item number after the folder number, such as -001, -002, and -003, so each item ID is unique.

Use this baseline structure for item-level digital preservation files:

item-id_short-title_date

Practical example:

ca-013-001-002-001_hahira-gold-leaf_1973-01-04.pdf
Part What it means Example
item-id Unique identifier before the first underscore ca-013-001-002-001
short-title Brief title using dashes between words hahira-gold-leaf
date Date or no-date value after the last underscore 1973-01-04
sequence Optional page, scan, or item segment p001

Why the separators matter

Keep dashes and underscores consistent so scripts can parse filenames reliably. The item ID is the string before the first underscore, and the date is usually the string after the last underscore. The item ID points to the collection, series, subseries when applicable, and item number. Dashes stay inside each information part, while underscores separate the major parts scripts need to read.

Video Explanation

Use this short video as a quick explanation of why clear, predictable file names matter before you start renaming a batch.

Core Rules

1. Case

Use all lowercase. File extensions must be lowercase.

2. Allowed characters

Use letters, numbers, dashes, underscores, and the period before the file extension only.

Do not use spaces or special characters such as:

\ / : * ? " < > | % + & @ ^ ~ # ! { } [ ] ( ) ; = ' ` , .

3. Separators

  • Use underscores between major information parts: item-id_short-title_date
  • Use dashes inside a string of words: hahira-gold-leaf
  • Do not use underscores inside the item ID, title words, or date value except for approved access-copy suffixes such as _nd_a

4. Date format

Use ISO-style dates:

  • YYYY-MM-DD when the full date is known
  • YYYY-MM when only the month and year are known
  • YYYY when only the year is known
  • cYYYY for circa dates, such as c1976
  • YYYY-YYYY for date spans
  • cYYYY-YYYY for circa date spans
  • _nd when there is no date at all

5. Zero-padding and sequencing

  • Use zero-padding for sort order (001, not 1)
  • Use p for page numbers (p001)
  • Use s for scan numbers
  • If you may exceed 999 items, increase padding (0001, 0002, ...)

6. Length

Aim for fewer than 50 characters in the filename itself when possible. Remember Windows path limits include the full path, not just the filename.

7. Names and authors

Use last-name-first format:

doe-john

8. Consistency

Keep file names consistent

Choose one naming pattern before renaming a batch, then apply the same lowercase style, separators, zero-padding, and date format to every file and folder in the project. Consistency makes files easier to sort, review, script, ingest, and troubleshoot later.

Batch Renaming Multiple Files or Folders

Use FreeCommander when you need to rename many files or folders at once. See Rename Selected Files and Folders for the batch rename workflow, preview checks, counter settings, and common rename patterns.

Item ID Strings

The item ID string identifies the collection, series, subseries when applicable, and item number.

The prefix identifies the collecting area:

  • ca means Community Archives
  • ms means Manuscripts for non-VSU records
  • ua means University Archives for Valdosta State records

The first prefix-number pair, such as ca-013, is the collection number. The next three-digit string is the series number. The next three-digit string is the subseries number when applicable. The final number is the item number.

Example item ID:

ca-013-001-002-001

PDF Filenames

PDF filenames should begin with the item ID, followed by a short item title, followed by the date when known.

Use this pattern:

item-id_short-title_date.pdf

The master PDF/A uses the base filename. The reduced-size access PDF usually uses the same filename with a added after the date.

Examples:

ca-013-001-002-001_hahira-gold-leaf_1973-01-04.pdf
ca-013-001-002-001_hahira-gold-leaf_1973-01-04a.pdf

If there is no date, use _nd for the master PDF/A and _nd_a for the access PDF.

Examples:

ca-013-001-002-001_hahira-gold-leaf_nd.pdf
ca-013-001-002-001_hahira-gold-leaf_nd_a.pdf

Truncate long titles enough to keep the filename readable while preserving the main identifying words.

Page Scan Filenames

Page scan filenames should use the item ID plus a page number.

Use this pattern:

item-id_p000.ext

Example:

ca009-007-001_p001.png

Keep the source file extension, such as .png, .tif, .tiff, .jpg, or .jpeg. Use enough zero-padding to keep files in the correct sort order.

Bag Filenames

The completed bag ZIP filename should identify the item and end with _bag.zip.

Example:

ca009-007-001_quitman-high-reunion_1996-06-08_bag.zip

Common Abbreviations

Abbreviation Meaning Example
p Page number p001
s Scan number s001
a Access copy letter_a.jpg
b Box number b001
f Folder number f003
i Item number i002
v Periodical volume v01
n Periodical issue number or for "notched" in VDT Photo Index n01
nd No date report_nd.pdf
pt Part pt2

Examples

ms151-003_newsletter-title_v01n01_1979-02-12_p001.jpg
ca002-001_grady-county-item-title_2021a.pdf
ua016-002-004_basketball-delta-state_1996-10-22.jpg
ms130_b01f03i002_item-title_p241.tif

ms130_b01f03i002_item-title_p241.tif means: Collection ms130, Box 1, Folder 3, Item 2, plus title and page 241.

Final Format Reminder

  • Save JPEG files as .jpg (not .jpeg)
  • Keep extensions lowercase
  • Validate naming patterns before batch ingest or upload

Valdosta State University Archives and Special Collections, 2024 (v2.0)