(WHS Archives) EAD -- Appendix A. File Naming Conventions

Appendix A. File Naming Conventions

Use the main call number of the collection for name of xml file. Always use lower case letters. When a call number does not include the required number of digits add left leading zeros to achieve the proper number of digits.

When a collection contains more than one call number, usually the paper portion of the collection takes precedence for the naming of the xml files. However there are exceptions, if the collection is predominantly another format, such as photographs, films, or audio, then the call number of the predominant format will be used. If more than one call number represents the same format, especially in the case of films, use the first call number listed. Mixed format collections with 3 or more types of materials, use the paper portion call number by default. Collections that are half paper and half another format, us the paper portion call number by default.

Unprocessed collections with more than one accession number use oldest accession number for file name. If however the unprocessed collection has been assigned a call number, use the call number as the file name, even if none of the parts use the assigned call number.

When a collection is assigned a new series or call number and update the xml file name to follow the formats below. Before the site upload, the first full week of the month, report the file name change to UWDCC so they can redirect the old url to the new url. Have them also remove the old xml file.

State Government Records
Series number assigned
ser + 5 digits

ser02501    for    Series 2501

Unassigned series number
year +3 digit number [Note: if series number is assigned, file under series number]

2006004    for    2006/004
85034        for    85/34

Local Government Records
Processed
First 4 letters of the county name + 4 digits for the series number

adam0012    for    Adams Series 12
eauc0128    for    Eau Claire Series 128

Exceptions:

Use “gree” for Green County
Use “grel” for Green Lake County
Use “washb” for Washburn County
Use “washi” for Washington County

Unprocessed
"c" + year+3 digit number [Note: if series number is assigned, file under series number]

c2012051    for    C2012/051
c98074        for    C98/074

Manuscript Collections housed in Madison
Processed/Call number assigned [in general, make file name total 8 digits]
mss + 5 digits

mss00089    for    Mss 89

wis + 5 digits (Wis Mss XXX)

wis000ka    for    Wis Mss KA
wis0233s    for    Wis Mss 233S
wis032pb    for    Wis Mss 32PB

us + 6 digits (U.S. Mss XXX)

us0117af    for    U.S. Mss 117AF
us00000s    for   U.S. Mss S

micr + 4 digits

micr0022    for    Micro 22

sc + 6 digits

sc000217    for    SC 217

Unprocessed [manuscripts, in general, are no longer being assigned Mss call numbers, but are filed under accession numbers]
"m" + year + 3 digits

m2004035    for    M2004-035
m85002        for    M85-2

Manuscript Collections housed at ARCs
Each ARC abbreviation should be followed by 4 digits for the call number, be it letters or numbers.

Eau Claire          ec00cw        for    Eau Claire Mss CW
Green Bay          gb0015        for    Green Bay Mss 15
La Crosse           lx000q         for    La Crosse Mss Q
Milwaukee          mil00051     for    Milwaukee Mss 51
                          [Note: Use 5 digits rather than 4. Originally “milw” was used for Milwaukee Mss,
                           but this overlapped with Milwaukee County local government records.]
Ashland              nort000c      for    Northland Mss C
Oshkosh             osh00ab       for    Oshkosh Mss AB
Parkside             pks0011       for    Parkside Mss 11
Platteville            pltv000l        for    Platteville Mss L
River Falls          rf00ev          for    River Falls Mss EV
Stevens Point     stpt000f       for    Stevens Point Mss F
Stout                   stou0012     for    Stout Mss 12
Superior              sup00af       for    Superior Mss AF
Whitewater          whit00ch      for    Whitewater Mss CH

Audio collections (not part of a large manuscript collection)
Audio collections not part of a manuscript collection, or where audio is the major component. All new audio is assigned an Audio number and old tape numbers are converting or being assigned an Audio number. Finding aids which are being updated should have file name changed to fit new format.
audi + 5 digits + a

audi01513a    for    Audio 1513A

Old forms: these are no longer in use, any still under these file names should be converted to the audio file name format

tape + 6 digits
tape00228a
disc + 4 digits
disc061a

Photograph Collections (not part of a larger manuscript collection)
ph + 5 digits [note do not include the size designation number which follows the PH number in parenthesis]

    ph04274          for    PH 4274
    ph00002          for    PH 2 (3)
    phmss00495    for    PH Mss 495

Moving Image Collections
Call number + 3 digits

    ad038        for    AD 038-AD 039; CB 435-CB 436
    fg152         for    FG 152-FG 249; DC 606-DC 631

Use name of program [old practice] - these do not need to be converted

screendirectors    for    Screen Directors Playhouse

McCormick Collection
mcc + 5 digits

mcc0001e    for    McCormick Mss 1E; McCormick Mss 2E

Other

neb00a        for    Nebraska Mss A
iowa00a       for    Iowa Mss A
                           [not to be confused with Iowa County
                           materials under “Iowa Series”]
rfmicr0024    for    River Falls Micro 24
rf0sc361       for    River Falls SC 361