Share Drive Protocols

From UA Libraries Digital Services Planning and Documentation
Revision as of 16:05, 15 January 2014 by Kgmatheny (talk | contribs) (Project Folders: added temp folder)

Folders in S:/Digital Projects

Project Folders

  • Digital_Coll_Complete – completed projects
  • Digital_Coll_in_progress – partially-completed and/or in-progress projects
    • Digital_Coll_waiting – projects chosen but not yet in progress—because they're not ready, because they simply haven't been started yet, or because they were started and scanning has been halted in favor of something else.
  • Digital_Coll_ON_HOLD - projects that have been partially finished or are completed, but are not allowed to be uploaded into Acumen (usually because of rights issues)
  • Digital_Coll_proposed – preliminary materials pertaining to proposed projects
  • Digital_Coll_temp - temporary or extraneous collection materials (for example, TIFFs for items that need to be rescanned or old metadata) -- content in this folder is not counted during the end-of-month count, so please use this folder for truly short-term or additional content; please include a READ_ME.txt file explaining the contents of the folder so that others might be able to make sense of it in your absence
  • IncomingDigital - projects that came to us in digital form, via either some kind of Internet transfer (email, FTP, etc.) or harvesting from a storage device (floppy disk, CD, hard drive, etc.)
  • WorkForOthers – projects we completed for other organizations

Project Tracking Folders

Administrative or Other Folders

include folders relating to statistics, digitization queues, and various documents pertaining to organization.

Folder Organization for Project Folders


  • Sub-folders for projects at an early or informal stage do not need to conform to this organization scheme, as it may not even be possible, but all sub-folders in 'Digital Coll-in-progress' and 'Digital Coll-completed' must be organized in the manner described below. As much as possible, sub-folders in 'OtherOnlineProjects' and 'WorkForOthers' should be organized in this manner, too.


  • Main project folders - should be named with the formal digital collection number plus a helpful keyword to remind us of what that number stands for (ex: u0003_0000633_HarperTimetables).
  • Project sub-folders – should be named in a generic and uniform way (note the capitalization—it matters!): Admin, Metadata, Scans.
  • Object folders - for multi-page objects, sub-folders within 'Scans' should be labeled only with object filenames (example: u0003_0000633_0000006).


  • Main Project Folder - only the three project sub-folders types listed below.
  • Project sub-folders
  1. Scans - Where digitized materials (scans and audio files) are stored.
    • All digital materials should be optimized.
    • Do not include anything in the 'Scans' folder but files of digitized materials and their folders!
      • For audio collections the Scans folder may temporarily also include ADL files (see "Audio" from Intellectual_vs_Logical).
        • These XML files must, however, be moved to the Admin folder prior to moving the audio files to long term storage/delivery.
  2. Metadata - Where the metadata spreadsheet for a collection is kept.
  3. Admin - Where any other files and folders related to the collection go.
  4. Transcripts - If transcripts exist for an item, they should be scanned and placed into a transcripts folder at this level. Not all collections will have a transcripts folder.