Library:Circle/File Naming Conventions

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cIRcle File Naming Conventions

Overview

This document provides guidelines on the naming of non-thesis files in cIRcle. File names for UBC theses and dissertations are prescribed by the Faculty of Graduate Studies. (See Step 3, point 5). Please contact the cIRcle Office if you have any questions ubc-circle@lists.ubc.ca.

Guiding Principles for Non-Thesis File Names in cIRcle

  • Characters are restricted to letters, numbers and _ (underscore) only (no quotation marks or other symbols may be used)
  • Do not use spaces in file names. Use _ (underscore) to separate words
  • Dates are generally not used in non-thesis cIRcle file names though exceptions for annual events may apply (see Date section for an example)
  • Avoid using stop words where possible (a, an, the, if, but, so, for, etc.)
  • Use unique file names
  • File names of less than 50 characters are recommended

Personal Name and Proper Nouns

Single Author

  • Use capital letters for first and last name
  • Last name first
  • Separate words using underscore
  • Add first two to three significant words of title
  • Add year
Example
Author: Carol Chiu
Title: Creating an educational tool: the implication of a new infant feeding policy.pdf
Year: 2012
cIRcle file format: Chiu_Carol_Creating_educational_2012.pdf

Multiple Authors

  • Use the name of the first author only
  • Last name first; first name initial only
  • Separate words using underscore
  • Include “_et_al” after the first author’s name
  • Add first three or four significant words in title
Example
Authors: Carol Chiu; Elizabeth Kolada; Stephanie Menzies; Emma Wiley
Title: Creating an educational tool: the implication of a new infant feeding policy.pdf
cIRcle file name format: Chiu_C_et_al_Creating_educational_tool.pdf

Agency/Organization as Author

  • Use the item's title for the file name, provided the title is unique. Perform a cIRcle title search to confirm that it is a unique title.
  • Separate words using underscore
Example
Author: Vancouver Coastal Health Authority; Nurses’ Bargaining Association BC; Fraser Health Authority; University of British Columbia School of Nursing; British Columbia Nurses' Union; Educator Pathway Project; University of Victoria School of Nursing
Title: Preparing a nursing workforce to advance health services : a 3-year project to build nursing educator capacity in the health authorities - final report
cIRcle file name format: Preparing_nursing_workforce.pdf


  • If the title is not unique, you may use the name of the (main) project signatory plus the first three or four significant words of the title in the file name
Example
Authors: Vancouver Coastal Health Authority; Nurses’ Bargaining Association BC; Fraser Health Authority; University of British Columbia School of Nursing; British Columbia Nurses' Union; Educator Pathway Project; University of Victoria School of Nursing
Title: Preparing a nursing workforce to advance health services : a 3-year project to build nursing educator capacity in the health authorities - final report
cIRcle file name format: Vancouver_Coastal_Health_Preparing_nursing_workforce.pdf

Title

Brief title

  • If the title is brief, the full title can be listed (omit stop words)
  • Capitalize first letter of first word in title
Example
Author: Jean-François Roof
Title: Practicum report : Fall 2011
cIRcle file name format: Roof_Jean-Francois_Practicum_report_fall_2011.pdf

Long title

  • If the title is too long, use the first three or four significant words only
  • Capitalize first letter of first word in title
Example
Authors: Vann Chau; Kenneth J. Poskitt; Deborah E. McFadden; Tim Bowen-Roberts; Anne Synnes; Rollin Brant; Michael A. Sargent; Wendy Soulikias; Steven P. Miller
Title: Effect of chorioamnionitis on brain development and injury in premature newborns
cIRcle file name format: Chau_V_et_al_Effect_chorioamnionitis_brain.pdf

Coursework

  • Include the course name and number
  • Include the year the course was taken
Example
Author: Carol Chiu
Title: Creating an educational tool : the implication of a new infant feeding policy
Course: EDST 505
Year: 2012
cIRcle file name format: Chiu_Carol_EDST505_Creating_educational_2012.pdf

Date

It is not necessary to include the date in the file name as this information is generally recorded in the metadata of the item record in cIRcle; however, there are some instances where a date is included to differentiate between items with the same title that repeat annually such as a course or when a file has been revised:

  • Date format for annual titles: yyyy
Example
Author: Angela Bonilla Gomez; Megan Gelb; Ian Judson; Jacob Rodgers
Title: A systematic review of the literature examining choice programs and issues of equity within public education
Course: EDST 553
Year: 2012
cIRcle file name format: Gomez_A_et_al_EDST_553_2012.pdf


  • Date format for titles requiring a full date: yyyymmdd
Example
Author: President Stephen Toope
Title: 2007 Fall Congregation
Date: November 21, 2007
cIRcle file name format: Toope_Stephen_President_Fall_congregation_20071121.pdf

cIRcle License File Names (for Collection Administrators Only)

Licenses for cIRcle are typically handled by the cIRcle Office. If you are an authorized Collection Administrator who has received training in license management from the cIRcle Office, please use the following format for file names containing licenses.

Single author

  • Use capital letters for first and last name
  • Last name first
  • Separate words using underscore
  • Add “cIRcle License”
Example
Author: Carol Chiu
cIRcle file name format: Chiu_Carol_cIRcle_License.pdf

Multiple Authors

  • Use the name of the first author only
  • Last name first; first name initial only
  • Separate words using underscore
  • Include “_et_al” after the first author’s name
  • Add “cIRcle License”
Example
Author: Carol Chiu
cIRcle file name format: Chiu_C_et_al_cIRcle_License.pdf

Multiple titles by a single author

If an author will have multiple items added to cIRcle, it is important to differentiate licenses for each item.

  • Use capital letters for first and last name
  • Last name first
  • Add first two significant words of title
  • Separate words using underscore
  • Add “cIRcle License”
Example
Author: Erin Fields
Title: Feminist podcasting : delivering scholarship outside the university walls
cIRcle file name format: Fields_Erin_Feminist_podcasting_cIRcle_License.pdf
Author: Erin Fields
Title: Liaising in the between : a plan for interdisciplinary outreach
cIRcle file name format: Fields_Erin_Liasing_plan_cIRcle_License.pdf


Please contact the cIRcle Office if you have any questions at ubc-circle@lists.ubc.ca.