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 circle.repository[at]ubc.ca

Guiding Principles for Non-Thesis File Names in cIRcle

  • Characters are restricted to letters, numbers and _ (underscore) only (no quotation marks, other symbols, or special characters may be used)
  • Do not use spaces in file names. Use _ (underscore) to separate words
  • 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

  • Separate words using underscore
  • Use capital letters for last name and first initial
  • Last name first; first name initial only
  • Add first two to three significant words of title
  • Add year of item creation
Example
Author: Carol Chiu
Title: Creating an educational tool: the implication of a new infant feeding policy
Year: 2012
cIRcle file format: Chiu_C_Creating_educational_2012.pdf


Multiple Authors

  • Separate words using underscore
  • Use capital letters for last name and first initial
  • Use the name of the first author only
  • Last name first; first name initial only
  • Include “_et_al” after the first author’s name
  • Add first three or four significant words in title
  • Add year of item creation
Example
Authors: Carol Chiu; Elizabeth Kolada; Stephanie Menzies; Emma Wiley
Title: Creating an educational tool: the implication of a new infant feeding policy
Year: 2012
cIRcle file name format: Chiu_C_et_al_Creating_educational_tool_2012.pdf


Agency/Organization as Author

  • Separate words using underscore
  • 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.
  • Add year of item creation
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
Year: 2021
cIRcle file name format: Preparing_nursing_workforce_2021.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
Year: 2021
cIRcle file name format: Vancouver_Coastal_Health_Preparing_nursing_workforce_2021.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
Date: Fall 2011
cIRcle file name format: Roof_J-F_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
Year: 2021
cIRcle file name format: Chau_V_et_al_Effect_chorioamnionitis_brain_2021.pdf


Coursework

  • Separate words using underscore
  • Use capital letters for last name and first initial
  • Last name first; first name initial only
  • Add the course name and number
  • Add first two to three significant words of title
  • Add 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_C_EDST505_Creating_educational_2012.pdf

Date

It is generally not necessary to include a full date (YYYYMMDD) in the file name; providing the year is usually sufficient and may be the only date information available for a particular item. There are some instances, however, where a date is included to differentiate between items with the same title that repeat annually such as a congregation or when a file has been revised:

  • Date format for recurring titles requiring a full date: YYYYMMDD
Example
Author: President Stephen Toope
Title: 2007 Fall Congregation
Date: November 21, 2007
cIRcle file name format: Toope_S_President_Fall_congregation_20071121.pdf


  • Date format for revised titles: rev_YYYYMMDD
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
Year: 2012
Revised: October 27, 2020
cIRcle file name format (original file): Gomez_A_et_al_Systemic_review_literature_2012.pdf
cIRcle file name format (revised file): Gomez_A_et_al_Systemic_review_literature_rev_20201027.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”
  • Add year of license receipt by cIRcle
Example
Author: Carol Chiu
cIRcle file name format: Chiu_C_cIRcle_License_2021.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”
  • Add year of license receipt by cIRcle
Example
Author: Carol Chiu; Elizabeth Kolada; Stephanie Menzies; Emma Wiley
cIRcle file name format: Chiu_C_et_al_cIRcle_License_2021.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”
  • Add year
Example
Author: Erin Fields
Title: Feminist podcasting : delivering scholarship outside the university walls
cIRcle file name format: Fields_Erin_Feminist_podcasting_cIRcle_License_2021.pdf
Author: Erin Fields
Title: Liaising in the between : a plan for interdisciplinary outreach
cIRcle file name format: Fields_Erin_Liasing_plan_cIRcle_License_2021.pdf


Please contact the cIRcle Office if you have any questions at circle.repository[at]ubc.ca