This document explains how ID codes are assigned to items which will be digitized by MMM participating libraries. The ID code assigned to an item in the MMM Inventory database MUST be used as the filename for the .tif, .jpg, .mp3, or .wav files produced when the item is digitized.

Parts of a Filename

Sample filename #1
one file = entire item, such as a photograph AA01a001.jpg

Sample filename #2
one file = part of an item, such as a page in a book AA01a001p1.jpg

First two characters: the participant code, a two-letter code standing for the library performing the digitization. These will be assigned by the regional digitization center. (See below for code.)

AA01a001.jpg

Next two characters: a two-digit code standing for the collection being digitized. The participating library determines how many collections their material will be divided into. If you decide that all of your material should be a single collection, it will be "collection 01".

AA01a001.jpg

Next character: a single letter standing for a sub collection within the collection identified in the previous two characters. It is not necessary to divide a collection into sub collections. If you choose not to subdivide a collection, all the items in the collection will have the sub collection code "a" (think of it as sub collection "all".) In other words, it is necessary to have the "a" character there as a placeholder even if there is no sub collection "b".

AA01a001.jpg

Next three characters: a three-digit code standing for the item being digitized. The item level in this context corresponds to the individual items for which metadata records will be created: a book, a photograph, an audio file. You can have a maximum of 999 items in a given sub collection.

AA01a001.jpg

Optional characters to indicate parts of an item: some physical items being digitized must be represented by multiple digital files: for example, separate image files for the pages in a book. If separate digital files are needed for the pages or parts of a particular item, add "p01", "p02", "p03" and so on to the end of the filename. Use as many leading zeroes as needed for the item. For the front and back of a postcard, you only need "p1" and "p2". For a 500-page book, you need to start with "p001".

The "p1" "p2" characters are not assigned by the Inventory System, which only collects info at the item level. But, they must be added when the digital files are being created.

AA01a001p1.jpg

 

Example

Scenic View Public Library has been assigned participant code "DQ" by the regional center at Traverse Area District Library. SVPL is digitizing four collections.

The first is a collection of cemetery records. It includes one image for each of 213 burial records from the original town cemetery office. It has been decided not to subdivide this collection.

The second collection is photographs dating from 1920 to 1949. It has been decided to make each decade a sub collection.

The third collection consists of diaries written by three early residents: Smith, Jones, and Brown. It has been decided not to subdivide the collection, but each diary will be represented by 200+ image files.

The fourth collection consists of 100 postcards in two sub collections: pictures of natural settings and pictures of architecture. Both the image side and the message side of the postcard will be scanned.

Following this system, the generated filename for the 47th image of the Jones diary would be: DQ03a002p047.jpg

The filename generated for the back of the 12th postcard with a picture of an architectural monument would be: DQ04b012p2.jpg

Participant Codes

These two-letter codes will be assigned in ranges to each of the regional digitization centers. In turn, the regional centers will assign them to libraries which participate in MMM by attending training or using equipment. The following list starts everyone off with 52 possible codes: