My last blog post focused on the basics of licensing organization and digitization in preparation for DUL’s transition to the FOLIO library services platform. This week’s post, the second in a three-part series, will focus on creating standardized file names using controlled vocabulary.
File-Naming Schema & Controlled Vocabulary
Another aspect of my digital licensing document organization is the creation of consistent terms used to name our electronic files. By creating a consistent way of naming our electronic licenses, it’s much easier to navigate our repository of electronic files (SharePoint) and locate documents. Most of our documents can be grouped into several categories: licenses, communications, and purchase orders. Within these categories, I’ve created a picklist of terms that can be applied for each document. This list is essentially a controlled vocabulary or “data dictionary” (see below).
| Folder Names | Document Types | Definition |
| License(s) | License | Agreement between licensor and licensee |
| Terms of Use | AKA conditions of use | |
| Authorization or Agreement | Used in consortial agreements | |
| Addendum | A legal change to a previous license | |
| Amendment | A legal change to a previous license | |
| Schedule | AKA appendix | |
| Purchase Order(s) | Purchase Order | AKA product order, order, etc. |
| Service Change Order | Akin to addendum for purchase orders | |
| Communication(s) | Communication | Includes e-mails, faxes, letters |
| Title List(s) | Title List | List of packaged titles |
In addition to this controlled vocabulary, I’ve also created a consistent file-naming structure. This structure allows us to quickly sort files chronologically and easily find specific documents (see below).
Licensor _ Document Type _ Signed date (YYYMMDD) __ Product Name.pdf
We begin our file names with the licensor’s name, which allows us to easily identify to whom this document pertains. Second, the document type field (e.g. license, addendum, etc.) allows us to sort lists of documents by their type. Third, the inclusion of the document’s sign date in ISO date format allows for more accurate sorting of documents by date. And fourth, the product name field shows us which product is described in the document (e.g. specific journal name, database, etc.). To put this in context, let’s say I’ve been asked to find the most recent addendum that DUL signed with Bloomsbury Publishing with regards to their Drama Online database. Here’s how I would find that file:
- Navigate to the “Bloomsbury Publishing” folder in SharePoint
- Click on the “Licenses” subfolder
- Sort the files within the “Licenses” subfolder alphabetically
- Locate for the most recent addendum file (see below)
List of licensing documents for Bloomsbury Publishing in SharePoint
As you may have noticed, a consistent file-naming structure is immensely helpful when you’re trying to locate a single file located within a folder containing many years’ worth of licenses, addenda, and amendments.
Check out my final blog post of this three-part series next week that will discuss my role in DUL’s transition to the FOLIO library services platform.