A systematic study of how student media outlets are archiving their data was undertaken. This presentation offers some of the results and provides tips for how-to archive.

1. College Student Media
Archives
Who Has Them, Where Are They and How to Create Them
Dr. Kay L. Colley and Nancy Edge
Presented at MediaFest22

2. Who We Are & Takeaways
• Dr. Kay L. Colley, Professor & Department Chair of Mass Communication
• Nancy Edge, CA, DAS, Archivist and Systems Librarian
• Results of National Survey
• Where to Get Help
• Tips on saving your files for easy archiving
• Basics of how to archive
• Tips on how to integrate archiving into your daily routine

3. Research Questions
• R1: How many current student media outlets understand archiving
techniques?
• R2: How many current student media outlets use archiving techniques?
• R3: What type of archiving techniques are student media outlets using?
• R4: What are the impediments to using archiving techniques for student
media outlets?

4. RQ1: How many current student media outlets
understand archiving techniques?
• Analysis of Survey Questions 1 and 6
• Q1: What is Archiving?
• Saving materials in a safe way for future info gathering and knowledge
• Keeping records of content in an organized fashion
• Making older stories and media available electronically
• Storing content, both physically and digitally
• Maintaining a permanent collection, as complete and future-proof as possible
• Q6: Are you confident in your archiving techniques?
• Yes----22
• No-----19

5. RQ2: How many current student media outlets use
archiving techniques?

6. R3: What type of archiving techniques are student
media outlets using?
• Survey questions didn’t address this
• Will need to be explored in subsequent studies

7. R4: What are the impediments to using archiving
techniques for student media outlets?
• Nothing, but we could use better ways of doing it and time and staff to pay
attention to it.
• I do not have a person who can devote their time. We have achieved older
stories on our website, but they are difficult to share with people without
downloading the content.
• There are gaps in the history where we don’t have things. They aren’t saved
or not saved properly, and then staff turnover, etc.
• Our media outlet has a staff of one.
• Cost

8. Discussion and Considerations
• Most student media organizations have experts readily available to assist in
archiving—librarians—no one mentioned this resource
• Most libraries already maintain some sort of archives of student media
• Campus libraries will work with you to assist in making archiving simple and
cost effective
• You can make archiving easier by doing a few things as you create content

9. Saving Your Files for Archiving
File Naming Convention (FNC): a framework for naming
your files in a way that describes what they contain and
how they relate to other files.
• Files should be labeled consistently
• Short but descriptive
• If working with a group, write up a plan for your FNC

10. File Naming - Formatting
• Avoid special characters
• Use CAPITAL LETTERS, periods, dashes, and/or _underscores_ instead of
spaces or slashes
• When including a number use leading zeroes (image01.jpg)
• Avoid common words like "draft" or "article" at the start of file names
• File name should be less than 25 characters

11. File Naming - Examples
• CaseStudyColleyV01
• YYYYMMDD_Image_Modification = 20130126_wilma_original.tiff
Leading Zeros – Why Use Them
• Yes – Image01.jpg, Image 02.jpg, Image03.jpg, Image10.jpg, Image11.jpg,
Image20.jpg
• No – Image1.jpg, Image10.jpg, Image11.jpg, Image2.jpg, Image20.jpg, Image
3.jpg
• Explanation – Using leading zeroes ensures that computer systems
arrange files more accurately

12. File Hierarchy – Considerations
• Creating a template for your folders
o example: Every "projects" folder has the same sub-folders
• How specific does it need to be organized?
o Depends on the number of files in the folder
o You should not need more than 3-4 levels of folders
• Don't hesitate to start over or reorganize as a folder grows

13. Folder Hierarchy – Project Based
Try to organize your files in a way that makes sense to you or your group.

14. Basics of How to Archive
How do you know what needs to be archived?
• Look at organization mission statement
o The archive should reflect the organization's mission
§ Defines what should be collected and saved
Do you know what you have?
• You can't archive materials without knowing what you have
• Start with an inventory
• Results will also help you determine how to organize items
• Provides information on archival needs – physical storage, supplies

15. Archives Inventory
What to Inventory
• Physical and Digital Items
Level of Inventory
• Basic – broad view NOT at item level
• Detailed – item level
Tools
• Spreadsheets - Excel or Google Sheets
• Allows you to start broad and then add additional information later when you have time

16. Archives Inventory – Basic Example
[COMMUNITY NEWSPAPER NAME] BASIC ARCHIVE INVENTORY
Name of Person Completing Inventory:
Date Started: Date Completed:
Reference
Code
Title Date Creator Scope and Contents Quantity Location Notes
2013.76 The Independent 1909-1911 Students of Polytechnic College Published issues, loose/unbound,
pages are 21 x 15 in.
2 boxes 3rd floor storage, 1st
shelving unit, 2nd shelf
Predecessor to The Handout
Some tears, signs of yellowing,
slightly brittle
2013.77 The Independent 1909-1911 Students of Polytechnic College Digitized published issues,
PDF and TIFF files
23 GB One Drive
External Hard Drive A
Offsite External Hard Drive
Portal to Texas History

17. Where to Save Files
LOCKSS Method
• Lots of Copies Keeps Stuff Safe
• Save 3 Copies – 1 per Location
Location Options
• Desktop or Laptop Computer
• External Hard Drives
• Local Network Drives
• Cloud

18. Archive Supplies
• Storage enclosures should be archival grade – acid free
o Boxes & Folders
o Filing Cabinets
• Large papers should be stored flat – if possible
• Remove rubber bands, and metal paper clips
• To label boxes, use foil-backed labels
o Regular office labels will fall off in 10-20 years

19. How to Make Archiving Routine
• Create priorities and processes first.
• Do as you go...put files in correct places after you're
finished working with them. Don't wait.
• End the day with a clean desktop. Spend
15 minutes at the end of everyday cleaning.

20. How to Make Archiving Routine
• Evaluate what's working. Spend 30 minutes
every week reviewing what works and make
changes to what doesn't work.
• Consult an expert: Shoot us an email or call
with questions.

21. Helpful Resources
File Management Research Guides
https://txwes.libguides.com/fileguidelines/home
https://libguides.princeton.edu/c.php?g=102546&p=930626

22. • Dr. Kay L. Colley, kcolley@txwes.edu, 817-584-4691
• Nancy Edge, nedge@txwes.edu, 817-531-4818
Questions? Contact Us or
Come See Us in the Exhibit Hall