File Management Best Practices

1. File Management Best Practices Observations from the History Department Carla Zimowsk Technology Manager Princeton University History Department “File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014

2. 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

3. 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

4. HistoryOfBooks Hierarchies Censorship Relationships Mind-Mapping Smart Search England Italy France Articles Images http://javieraenglish.blogspot.com/2011/01/hunger-mind-mapping.htmlMind map that links four ideas of the Knut Hamsun's novel Hunger: Existentialism, Christianity, Hamsun, and Literary Features.  “File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014

5. Still comes down to fundamentals! What’s In a Name? Unique Identity Universal Readability

6. 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

7. Scans- Land Deeds What do you want to know from your files? Search/Query: Which deeds show Martin? Which deeds show Big Creek? Which deeds were filed 1907? “File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014

8. File Naming Best Practices! • Be consistent • Create a naming convention • Document it (readme)! 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 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.xxxRT(record type abbrev) ST(state abbrev) “File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014

9. File Naming Best Practices! Search/Query: Which deeds show Martin? Which deeds show Big Creek? On which deed is Martin listed as a widower? “File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014

10. Metadata As Filing System MichiganArchives What is metadata and why should you care? OscodaCounty LandDeeds Libre001-1882 http://helpx.adobe.com/bridge/using/metadata-adobe-bridge.html http://helpx.adobe.com/bridge/using/metadata-adobe-bridge.html#import_metadata_into_a_document

11. Context Content Identity Scans- Land Deeds Search/Query: Which deed shows Martin as “widower”? Which deeds show Big Creek? Tags: widower; Big Creek Township; “File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014

12. Keep your tags with your documents! Considerations: OS-specific Application-specific Dropbox? Google Drive? Evernote? DevonThink Webspace? Etc. Mac to Windows? Windows to Mac? “File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014

13. OCR PDF vs. Image File Not necessarily efficient for a large batch; should be a consideration at the time of collection. “File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014

14. Tools for that! • OS tagginghttp://www.techrepublic.com/blog/window-on-windows/tag-your-files-for-easier-searches-in-windows-7/4024Within specific apps (Acrobat, Bridge, Photoshop, Word ) • Batch conversion • Adobe Acrobat Pro • AdobeBridge • Batch-renaminghttp://www.sherrodcomputers.com/products_filerenamer_download.cfm (Windows)http://www.macupdate.com/app/mac/33659/rename (Mac) • Batch-taggingAdobeBridgeMetadataTouch: http://www.digitalconfidence.com/MetadataTouch.html • DevonThink, Evernote, Zotero “File Management Best Practices” Carla Zimowsk – Productive Scholar, Princeton University 3-27-2014

15. File Management Best Practices Observations from the History Department Carla Zimowsk czimowsk@princeton.edu Technology Manager Princeton University History Department