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- Repositories must name image files according to a specific file naming convention. The information contained in the file name supports later generation of the LTS batch linking spreadsheet.
- As part of the file name, a number is added to indicate the sequence order of the 856 fields in the holding record and, in turn, the order the images will appear in HOLLIS. It is the first image in the Holding Record that will display in the search results in HOLLIS. All associated SKC images will display in the full bibliographic record.
- Required for the file name are the Alma MMSID, the Alma Holding ID, an sequencing number, and part of item captured for the 856 $3.
- File names cannot contain spaces. Each element of the file name must be separated by an underscore.
- Example: 990027227450203941_221846479990003941_01_Cover.jpg
- Example: 990027227450203941_221846479990003941_02_Table_of_contents.tif
- A Repository can optionally include a copy number in the file name.
- Example:990027227450203941_221846479990003941_01_copy1_Cover.jpg
- To reduce confusion when more than one Repository holds a resource, it is best practice to include the name of the holding Repository in the $3 of the 856 for the SKC images. Imaging Services staff has made it possible to automatically add the Repository name to the text of the $3 field as part of the DRS report conversion process, without a Library having to include it in the file name. Each Repository can specify the desired name/text to be added in this process. Contact Imaging Services to specify the naming convention for your Repository.
- For example, all Schlesinger Library items will have "Schlesinger Library copy" as part of the $3 text.
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- Because the MMS and Holding IDs are long number strings that must be accurate, special care and/or software should be used when naming image files.
- Harvard's DRS documentation offers recommendations for file naming software: DRS Quick Start Reference#BatchRenameUtilities
- Care should be taken to ensure that image file names are correct before the images are submitted for deposit.
- For example: please check to make sure that all MMSIDs begin with 99 and all Holding IDs begin with 22.
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