Shelf Order Systems and Digital File Naming Protocols
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It is time to set up the storage and naming system for the collection, both physical and digital. Once items are consistently named and ordered, the job of auditing the collection is easier. Then the audit or inventory can be expanded to a full catalogue, using our recommended metadata set. This section provides guides and templates for each of these steps.
These step by step guides (and downloads) explain how to shelve and label physical items, and safely store your collection in archival containers.
It is useful to set up a standard system for naming and filing of your digital files before creating the catalogue. This way you will know where to find items, both preservation and access copies, as the collection grows.
An audit or inventory is the first step to identify what is in your collection and the priorities for preserving at-risk material. Fill out the basic information available for each item without playing/viewing the content. The inventory/count proforma and template provide the recommended set of metadata fields to use.
Once the audit is completed, you can build upon the Inventory using the full catalogue pro forma. Gathering additional data for the catalogue can be an ongoing process during the next steps of digitising and sharing your collection. Remember to use naming standards for languages, places and subjects (see the AUSTLANG and AIATSIS Pathways Thesauri in tab 2 and 3 of catalogue template).