Special Interest Group Meeting Notes: Digital Preservation SIG 3/26/25

Different sets of files will need their own file naming convention. Some general best practices include:

• Every file name you should be unique
• Avoid spaces. Instead, consider these options to separate parts of a file name:
  • file_name (underscores)
  • file-name (hyphens)
  • FileName (CamelCase)
• Avoid special characters (other than hyphens and underscores)
• Use the YYYYMMDD format when including dates in file names
• Use leading zeros for sequential numbering (0001, 0002, etc.)
• Keep file names as short as possible
• Use abbreviations when possible and document them

Following these guidelines can help your organization create files that are easier to preserve and can be used in different contexts. It's important to establish conventions and document them.

If you need to rename files. There are bulk file naming tools you can use:

• Bulk Rename Utility: https://www.bulkrenameutility.co.uk/
  • Windows only (this is the one Southeastern uses)
• Advanced Renamer: https://www.advancedrenamer.com/
  • Windows and Mac
• Easy File Renamer: https://easyfilerenamer.com/
  • Windows, Mac and Cloud  (Google Drive, DropBox, AWS)

If you have local IDs for your physical items, using them for file names can help keep them unique.

Question: any thoughts on which is best: hyphens, underscores, or camel case? Hyphens and underscores are universally considered OK. Some concerns with camel case. Your files could end up in an environment that is case sensitive. 20 years ago all lowercase letters was the recommended best practice. CamelCase is used more these days. Key is to be consistent and document your choices.

Question: We include file names in our NY Heritage records. They are used by the public to request copies of files. If we change them locally, will that cause any issues? Great question! There will be no technical issues - CONTENTdm doesn't store your files with your local file names. But, yes, there is an issue with changing them for the reason asked. It will make it more difficult to fulfill a request if you change the file names. You can update the NY Heritage records with the new file names. The new version of CONTENTdm should make that process easier than it would be currently (you'll be able to export your metadata as a spreadsheet and edit it outside of CONTENTdm). Other solutions include keeping a spreadsheet of old and new names.

Question: I'm new to Digital Preservation. Can you recommend some readings? The Digital Preservation Handbook from the Digital Preservation Coalition (DPC) is a great place to start. DPC also has self-paced courses, Novice to Know-How: Online Digital Preservation Training. You have to sign up, but they are free. DPC also recently launched a learning resources portal. Society of American Archivists offers a Digital Archives Specialist Certificate Program. It costs money, but you can apply for funding from the Digital Preservation Outreach & Education Network (DPOE-N). DPOE-N also offers training and serves as a clearing house for digpres training opportunities.