Library talk:Circle/File Format Guidelines

Is there a link to a resource on "reducing file quality"? I'm not sure all of our depositors will now how to do this or what it means.

Consider adding zipping files as an option.

Also, providing both an access copy (compressed) and archival copy (zipped) or, at the least, recommend they contact us if they have/need to submit larger files.

will look into. but regarding zip files - the display of zipped files in OC is inaccessible so zipped files might be something to revisit in general re: when they can/should be used

By inaccessible, do you mean it creates a barrier with regards to accessibility? We do have examples of them http://hdl.handle.net/2429/78294 If you mean it's a barrier to screenreaders, for example, we can offer it as an example of a thing you can do but there are consequences. Alternatively, you can employ the "use the cIRcle contact us" form. In any case, I would still welcome a link to some information about reducing file quality, if possible, for folks that won't know how.

This was a good overview about how to reduce file size for text types but it's from CRA and it doesn't cover a/v files. https://www.cic.gc.ca/english/helpcentre/answer.asp?qnum=1213&top=23 There has to be something better. If not, maybe we can compile info for the file types we support in a new resource.

VPL has this guide that includes information about compressed data and lossless/lossy files (which cover multiple format types but especially relevant for audio files) https://www.vpl.ca/guide/inspiration-lab-general-technology-skills/file-size

In terms of guides for HOW to reduce file size of a/v materials, I'm also not finding much in the way of guides that aren't just blog posts (which seems weird to me, so I'll need to do some more digging) - Not sure how people feel about using Vimeo as a source, but their video compression post actually seems pretty straight forward and will hopefully be a somewhat stable link? https://vimeo.com/blog/post/how-to-compress-a-video/#how-to-compress-a-video-in-ios-and-on-macs

A lot of the other search results I get are direct links to file compressors, but I don't usually like to directly link to software that UBC doesn't work with

I like the addition of the accessibility tips and would recommend we add a section for Accessibility. e.g.

Accessibility

Creating open access content extends beyond making something available outside of a paywall to addressing all forms of access barriers. As you develop materials or prepare to submit your work to cIRcle, we strongly recommend consulting the OER Accessibility Toolkit created by Open UBC to help ensure your materials are "usable by people with the widest possible range of abilities, operating within the widest possible range of situations". The principles and instructions in the Toolkit can be applied to a host of content created across the spectrum of open scholarship whether it is destined for cIRcle or other dissemination platforms.

In each of the following file format sections, you'll also find select accessibility tips from the University of Washington's Accessible Technology [link] page which provides extensive resources on creating accessible using programs such as Microsoft Word and PowerPoint.

Will add/check in with Kelly about this

Just making sure this one gets attention:)

Sorry I missed this earlier flag! This write up looks good to me.

Consider including a graphic on this page at the top? Something like https://www.creativebloq.com/advice/image-file-formats or https://www.informaticsinc.com/blog/2014/how-choose-right-image-file-format

Might've missed it on the page, but I can't determine if these images are CC-licensed. Will look for CC-licensed options

No, indeed. I didn't want to do the work of finding CC licensed equivalents in case using a graphic was not a welcome suggestion:)

Recommending we don't bother with this suggestion for a graphic since it's not a need to have:)

Any place we reference another section eg. "See Video" consider linking to that section.

I think there's only the one mention of an internal section - so internal links have been added now :)

Woot! Woot! Thank you!

Considering thread done

I find examples work well in consults when discussing file formats. It could be a bit of work but considering adding examples in OC for each of the preferred format types (and also let readers know you're including them somewhere in the text)

Update References section to includes all the accessibility links Kelly included as well as the OER Toolkit links if you include my suggested text for an accessiblity section. Also, confirm that Research data link is still relevant if haven't already.

will work on

should I just hyperlink examples directly to the bullet point list (might look a bit strange if the entire list is hyperlinked but maybe the cleanest looking option?) with something like "click on a preferred file format to be directed to an example in Open Collections"

I was just thinking after each example you could just put "See example in Open Collections". Alternatively, you could create a list of examples of file formats in a separate section. Maybe try one or two and see if you like it? And abandon the idea if you don't think it helps?

The Research data link (in the wiki body text, not the Reference list) does not seem to be very relevant as it is essentially just another Preferred File Formats page - and their preferred formats differ from ours. The only additional information is that it discusses proprietary vs open formats.

I actually think the entire Data Files section is irrelevant and should be removed. As we've already run into this with the Supplementary/Supporting materials, people wouldn't really be submitting their research data to cIRcle. I think our file format wiki should only provide information on the types of projects we'd accept to avoid confusion.

Maybe there's some confusion or I'm misunderstanding. We do accept Data Files. The document I provided to you regarding the supplementary materials issue explains when you would use cIRcle for data v. Dataverse https://wiki.ubc.ca/images/7/7a/CIRcleDataverse_Data_Guidelines_2.0.pdf We actually have a standing task, you and I, to build that into a wiki. If we do that, we can link it to the Data section so it's more relevant but if I'm missing the point, let me know:)

Nope, you are correct and I misunderstood! (was in ETD-brain rather than all of cIRcle)

re: Research data link - I think this is still relevant because it covers more about open and proprietary file formats. So I think this is a good directional link for data file submitters as I assume we'd want to point them to the RDM site which will have more specific info than what our general format guide offers.

Significance (draft)

File formats act as containers for digital content. Just as a song's audio information can be "held" in a cassette tape or CD, an .mp3 also holds audio and the information required to play it.  And like cassette tapes or CDs, digital file formats face risks that can impair long term access to the content they hold.  The three main risks to digital file formats are 1) format obsolescence, 2) proliferation of formats, and 3) lack of format support.   

To address these risks, it is important to use file formats that are robust and well-supported.  In the following lists, cIRcle has identified the file formats we have the most capacity to support.  By providing your digital content to cIRcle in one of the preferred file formats, you are taking steps to ensure the long term accessibility and preservation of your content. 

I like this little significance section!

Me, too!

With the addition of the text, it makes me question how we present the "preferred" formats and then list "acceptable". In reality, we would convert the "acceptable" formats to a preferred format. I think it could be helpful to clarify this somewhere so it's not confusing.

Maybe a clarification on this can go in the ! box as it more explicitly mentions the importance of submitting in a preferred format?

We could add a sentence that says something along the lines of - "Should you submit files in an acceptable format, please be advised that the cIRcle Office may convert your files to a preferred format on your behalf. Please see Section 3.4 of the cIRcle Non-Exclusive Distribution License (Version 3.0) for more details."

What if somewhere in the intro section we explain that we are listing Preferred formats [brief definition] and Acceptable formats [brief definition]. And then add your sentence (slightly modified) "Please be advised that the cIRcle Office will convert your files to a preferred format on your behalf. Please see Section 3.4 of the cIRcle Non-Exclusive Distribution License (Version 3.0) for more details."

considering this thread done