Guidelines:

All digitized images will be given file names at their time of creation. These names follow a specific naming scheme used by the Special Collections Library and University Archives. The name of each image's corresponding XML file should exactly match this name. The difference, of course, will be the file extension (.xml vs. .tif/.jpg).

You may name your files something else while they are on the Exhibits Shared Drive (this may be necessary if you begin writing metadata before your items have been scanned), but the names must be updated to match their corresponding scan prior to committing to Github.

File names are created according to the following pattern:

Processed Archival Collections:

• MS (for manuscript) + Collection Number + Keyword(s) + Page/Item Number + Box Number
• i.e.: MS####-keyword-p##-box##
• Example: MS0123-GrantlandRice-Typescript1970-p23-Box25

If there is more than one item in a folder, or if a given item has both the verso and recto scanned (or is multiple pages in length, requiring multiple scans), follow the folder number with an alphabetical letter for each scan that corresponds to that folder.

• Example: MS0123-GrantlandRice-Typescript1970-p23-Box25-A

Unprocessed Archival Collections:

• Special Collections is still figuring this out - if you have specific questions, contact Henry. Thanks!

Books and Cataloged Material

• Book title + Author's last name + publication/edition date
• Example: ToKillAMockingbird-Lee-1960

If you have requested multiple scans from a single book, append an alphabetical letter for each scan, based on the order they appear in the book.

• Example: ToKillAMockingbird-Lee-1960-A
• Example: ToKillAMockingbird-Lee-1960-B

Processed Photo Collections

Currently Processed photo collections in the photograph database will retain the current file naming system

• PA. series. sub-series. sequence #
  • Ex. PA.FAS.FACU.001: Vanderbilt Photographic Archives. Faculty and Staff. Faculty. image 001
• George Peabody Photograph Collection: PC. + same as above
  • Ex. PC.FAS.FACU.001
• Photograph from Manuscript Collection: SC.MSS. collection #. sequence #
  • Ex. SC.MSS.0123.001

Other/Unique Situations

• We'll come up with solutions as they occur.