3.02 File, Folder and Volume Naming

The following explains how data should be organized on your deliverable to the Firm. Please let us know if you cannot meet this standard, and what standard you are prepared to deliver.

16-Bit vs. 32-Bit

Older computer software could only use filenames and folder names of very limited length. This is known as the 8.3 naming convention. If a filename is wider than 8 characters, 16-Bit programs truncate the name. So suddenly the filename “AMURPHY0000001.TIF” becomes “AMURPH~1.TIF”. If the vendor is using older software, they may be restricted to 8.3 filenames. As such, they can create a file named 0000001.TIF but not AMURPHY0000001.TIF. This restriction is a serious problem. The vendor must contact Litigation Support to determine a remedy.

File and Folder Names

1. Only the characters A...Z and the numbers 0...9 are valid

2. Filenames should be unique, matching the image key

3. Image folder names should be zero-padded to 3 wide (i.e. 001, 002, 003, 004…)

NOTE: The filename must match the image key. The only exception is where the image key contains additional characters that must be echoed in the .TIF file name. If the vendor cannot provide the full image key, please alert the Litigation Support Department immediately.

While the following is syntax for an Opticon “.LOG” load file, please use the same logic when generating the IPro “.LFP” and Summation “.DII” formats as part of every delivery. For additional examples, please look at the section 4.00 Software Specific Requirements.

Volume Names

Each CD should conform to the same standard: [PROJECT NAME][999]. So, if our project is named SMITH, the first three CDs delivered should be named: SMITH001, SMITH002 and SMITH003. Note the zero-padding.

Unless the project name is “VOL”, the volume name of the first CD should never be “VOL001”. Many applications use the name “VOL” as a default value. This has resulted in many CDs named “VOL001”. This can make identification of the related case and content difficult when the Firm has 2,000 CDs named VOL001. Do not use the vendor name as the volume prefix. Use project name as the volume name. The Bates prefix can be an acceptable project name as the volume prefix, but must confirm with the firm as to final decision. Vendors should never use their company name as the prefix. Some firms prefer to use the client-matter number as part of the project name.