If you are using DS-Access, the database will generate image ID numbers as each record in tblLink3 is completed, closed and saved. The database will allow you to specify the opening number for the sequence of image ID numbers that you will use; please set that number to 1000, so as to obtain 4-digit image ID numbers. Correct linkage between text and image is ensured by incorporating the Access-generated image ID number into your local filenaming system.
For an image with DS-Access generated image ID number, 1001, the file name might be named CU1001.jpg [Columbia University image #1]; thus the 4 derivative files should be named as follows:
CU1001.jpg - Large - 2048 x 3072 pixels
CU1001a.jpg - Medium - 1024 x 1536 pixels
CU1001b.jpg - Small - 512 x 768 pixels
CU1001c.jpg - Thumbnail - 128 x 192 pixels
Use filenaming forms of as short a length as is still functional; remember that they may need to cross platforms and systems, so stay with alphanumeric characters, avoiding spaces and other special characters.
If, instead, you are using an in-house filenaming scheme, please consider placing leading zeros to the left of the image ID number so that these numbers are four digits long. Links between text and image will then need a concordance with the two columns:
- in-house filename
- image ID number generated by DS-Access
If you are not using DS-Access at all (but are submitting bibliographic metadata in another format, e.g. encoded prose), you will need to supply a 5-column Excel spreadsheet that mimicks the fields of tblLink3:
- image ID number or filename
- shelfmark of manuscript
- folio number of the image (note: the folio number may be "Binding")
- caption (this is not required and may be left blank)
- sequence number (this begins afresh at "1" for each manuscript; it establishes the order in which the images for any given manuscript should be displayed, e.g. batching photographs of the binding together at the beginning or at the end of the sequence; placing a detail immediately after the full shot of a page).
If the images are to be mounted and served from Columbia's server, related images are to be placed in a folder named by item number [e.g. CU1001, CU1001a, CU1001b, CU1001c are all placed in a folder named 'CU1001']. The folders are then burned onto cds, and the cds sent to Columbia for loading.