Filenames:
Repository managers could consider applying consistency to filenaming in their repository. Changing filenames to ensure a uniformity could be particularly useful where more than one object is contained within a record. For example:
1. A full photograph and a detail from that original. In this case the filename for the cropped version could make reference to this status.
2. An authors' own final version and the formatted version from a publisher. The two versions could be labelled as such, potentially using a taxonomy developed by previous research in this area.
Pros:
Clear filenames will make local identification of a file easier. This includes the internal working of a repository database, and storage of the files themselves either within, alongside or after download from a repository.
Unique filenames reduce the chance of confusion between objects. If a great number of files are given identical or generic names, identifying them simply at a glance becomes more difficult. A repository that holds a high number of objects within individual records may find the end user benefits from ensuring that these files are named uniquely, as they will be easier to browse from within a record.
The filename is likely to be the first piece of metadata that you see or associate with an object, and if properly used can form part of the metadata generation process.
Cons:
There is limited scope for adding version information to the filename because of the short formation allowed.
Re-naming objects by repository staff is another layer of administration and can become time consuming.
Some repository systems will auto-rename files ingested anyway.
Recommendations:
When entering an object or checking an entry that has been made, repository staff could check that the filename contains no conflicting detail with the metadata entered (i.e. filename says 'draft' when content is complete or is a 'final' version).
Date information about the object could also be included in a filename. Please read our guidance on using dates.
If this approach is pursued, it would be appropriate to devise a
policy covering what filenaming conventions will be used and in what
circumstances.