General Recommendations

Naming Files

When creating each file, follow the established naming conventions and make sure to include the file extension. These conventions should be decided upon at the beginning of the project. The file name could be based on the unique identifier. What is most important is that the file name be unique, not duplicated in any other project or elsewhere on your servers. Do not give the files basic and potentially duplicative names (e.g., 001.tif, 002.tif, etc.).

Equipment and Media Labeling

Hardware devices to play back, record, and store works-such as hard drives, Zip drives, and monitors-can be secured with archival artifact identification tags. Portable storage devices such as floppy disks, Zip disks, or optical discs can be secured with acid-free labels, which indicate the unique identification number of the corresponding work.

Keep in mind that the adhesive on labels can dry out and the labels can fall off. Optical media such as CDs or DVDs should be stored in polypropylene jewel cases with acid-free labels. A work's unique identifier should be written on the clear plastic inner hub of the disc with an archival soft felt-tip, non-solvent, water-based, permanent ink marker.

Container labels should include the following information:

· unique identification number
· title(s)
· file format(s)
· artist/creator
· date the copy was created
· state or version of the work