Reference_E-Digital_Filing_System.pdf

Exhibition Program Digital Filing System: R Drive Filing Structure (GW and Medicine Example) Last updated on 3/13/2015 P a g e | 1

Key: “” indicates a folder; “-” indicates file

File naming convention: type-date-short project title

R://HMDExhibitions4/HMDExhibitions/GW and Medicine

Contact roster and Schedules -Project schedule files, e.g. web schedule-09-21-2011-GW, banner schedule-07-20-

2012-GW

-Project Roster files—i.e., contact list of Exhibition Program staff, other NLM colleagues, contractors—e.g., curator, designers, editors, etc., e.g., Roster-10-01-

2013-GW

Assets

Images: central location for staging during development and post-production archive with the following sub-folders

By OB#-Production [confirmed and final production quality files only— e.g., OB123.tiff (production/final file)]

By sources-Production [confirmed and final production quality files only]

NLM

Mt. Vernon

Database [resized with OB#s]

Preliminary images [all images under consideration and in the process of being confirmed—low res. images]

Digital Gallery*

Education*

Special Display (banners, case objects, and case labels subfolders)*

Travel Banners*

Web* (includes a subfolder, EP Website Thumbnails)

Exhibition orange site Thumbnails (jpg files) *production and final files

Audio-visuals [as applicable] -e.g., grierletter.mp3

NLM Installations [photos with the following file names and/or sub-folders] -e.g., Traveling Banners-date-GW, TB1-date-GW, TB2-date-GW, etc.

-e.g., Special Display-date-GW, SDbanner 1-date-GW, SDcase 1-date-GW, etc.

Images for Public Use

PR-ready Images (tiff files)

NLM Announcement (production files in tiff)

Host Venues PR Images (production files in tiff, populated by Traveling Services team)

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Scripts [Traveling Banner (TB), Special Display (SD), Website, Digital Gallery (DG), Brochure, Poster]

-Project style sheet -Various working script files following the naming convention noted on Page 1.

These working scripts are deleted during the project “archive” phase. Example file names are web script-10-02-2012-GW, SD script-07-09-2012-GW, etc.

Final Scripts [exhibition short title type script-final-DATE -TB script-01-29-2013-GW -Web script-01-29-2013-GW -Web transcripts-01-29-2013-GW -Digital gallery script-01-29-2013-GW -Brochure script-01-29-2013-GW -Poster script-01-29-2013-GW -Exhibition Orange site content script-01-29-2013-GW

Education

Final Education Content-DATE

Education content to designers-DATE -LP primary source-09-12-2012-GW,etc.

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R drive: George Washington and Medicine example (continued)

Design -Interpretive plan-date-GW

For the following sub-folders, items are kept for the team to refer to throughout the project’s life cycle. Upon completion of the project, keep only the items outlined in the statement of work—e.g., wire frame, 100% design concept, approved designs, etc.

Web -What to designer-date-GW, e.g., Web content to HR-date-GW -What from designer-DATE-GW, e.g., Web concept from HR-date-GW -NLM feedback and communications with designers-DATE, e.g., NLM web design comments- date-GW, NLM web updates- date-GW, NLM web fixes-

DATE

Traveling Banner -What to designer-date-GW, e.g., Travel Benner content to HR-date-GW -What from designer-DATE, e.g., Travel Banner options from HR-date-GW -NLM feedback and communications with designers-DATE, e.g., Travel banner NLM comments-date-GW, Travel banner NLM updates-date-GW

Final TB

Production-installation communications

Special Display -What to designer-date-GW, e.g., Special Display production package to HR-date-GW -What from designer-DATE, e.g., Special Display designs from HR-date-GW -NLM feedback and communications with designers-DATE, e.g., Special display NLM comments-date-GW, Special display NLM updates-date-GW

Final SD banners and labels

Production-installation communications

Brochure and Poser -What to designer-DATE, e.g., SD graphic production package-date-GW -What from designer-date-GW -Poster or Brochure-date-GW -NLM feedback and communications with designers-date-GW

Final files -Brochure-date-GW -Poster-date-GW

Logo

Logo-date-GW

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Specification-Construction

Close-out Packages (Review zip files to separate and rename, if needed, in order to reflect the same project output categories noted in other folders—e.g., Assets, Design.)

Special Display

Fonts

Images

InDesign and/or any other editable files of the banners and case labels, i.e., .indd/SVG/illustrator/layered PDF or TIFF files

Traveling Banners

Fonts

Images

InDesign and/or any other editable files of the banners, i.e., .indd/SVG/illustrator/layered PDF or TIFF files

Brochures and Posters

Fonts

Images

508 accessible files

InDesign and/or any other editable files of the banners, i.e., .indd/SVG/illustrator/layered PDF or TIFF files

Website

Education PDFs

Final Website PDFs

Fonts

IA [wireframe documents for digital gallery, OR mobile, and website templates]

Notes [CSS, 3C, InDesign, Zoomify]

Site files

Digital Gallery -Final Excel spreadsheet with metadata

Final package delivered by the web design vendor

As Built Drawings

PDF files

As Built AV Systems

PDF files

Public Programs and Announcements—NLM announcements and other public programs