Share Drive Protocols

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Folders in S:/Digital Projects

Project Folders

  • Digital Coll-completed –completed projects
  • Digital Coll-in progress –partially-completed and/or in-progress projects
  • Digital Coll-proposed – preliminary materials pertaining to proposed projects
  • Digital Coll-waiting – projects chosen but not yet in progress—because they're not ready, or because they simply haven't been started yet
  • OtherOnlineProjects –other digital projects Hoole is involved in
  • WorkForOthers – projects we completed for other organizations

Project Tracking Folders

  • Organization – files that plan our future or track our progress (such as TrackingFiles, TrackingFilenames, and jodyslist); also includes a folder for Photoshop Actions

Administrative or Other Folders

  • Administrative
  • Backup Exec AOFO Store
  • Misc Folders
  • Other Stuff
  • System Volume Information

Folder Organization for Project Folders


  1. 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.
  2. At present, this system does not apply to folders for audio projects (Harald Rohlig, Working Lives). We're still working on protocols for them.

Folder Contents

  • Main Project Folder - only the three project sub-folders listed below
  • Project sub-folders
    • Scans - Where digitized materials (scans and audio files) are stored.
      • All digital materials should be in optimized format.
      • Do not include anything in the 'Scans' folder but files of digitized materials and their folders!
    • Metadata - Where the metadata spreadsheet for a collection is kept.
    • Admin - Where any other files and folders related to the collection go.


  • 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).

Note: never add other words—such as project names or 'optimized'--to subfolders. (Examples of bad folder names: 'WL_Scans' and 'RAMJAM_Optimized')

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