ADVICE

Guidelines for Depositors

Version 2.0 September 2014.

Preferred and Accepted File Formats

If data is compressed, we prefer the following formats: Zip, GNU (.gz), Pkzip, Stuffit, TAR, Unix compressed files (.Z).

Data Type Preferred File Format Accepted File Format Documentation (software, version and platform; mandatory, if relevant
CAD (Vector graphics) * AutoCAD - DWG
* Drawing Interchange Format - DXF
* Scalable Vector Graphics - SVG
* SVG - Relationship to other documents, caption
* DWG, DXF - AutoCAD/DXF version, significance of conventions (layers, colours, linetypes, hatch styles, symbols, etc.), relationship to other files (databases, object libraries, etc.)
Databases * Access - MDB / ACCDB
* OpenDocument Database - ODB
* Delimited text
* Dbase - DBF * A data dictionary i.e. a list of all tables and their fields, including the data types and field sizes for text fields, relationships between tables.
* Row counts for each table.
* For delimited text the delimiters and qualifiers.
GIS * ESRI Shapefile - SHP + SHX + DBF
* Geo-referenced TIF Image - TIF + TFW
* Geography Markup Language - GML

* ESRI Grid
* MapInfo Interchange Format - MIF + MID
* Spatial Data transfer standard - DDF
* MOSS - EXP
* Vector product Format - VPF
* What is the purpose of the GIS?
* What does each layer represent?
* Use of Coordinate system or arbitrary site grid? And how the data is relates to the chosen grid.
* Method of capture (Total station survey etc)
* Data source (Purchased from OS etc)
* Scale/resolution of data capture
* Scale/resolution at which data is stored
* Assessment of data quality (Root mean square error etc)
* Date of capture/purchase
Images * Uncompressed Baseline TIFF v.6 - TIF * RAW format
* Portable Network Graphics - PNG
* Joint Photographic Expert Group - JPG
* Graphics Interchange Format - GIF
* Bit-Mapped Graphics Format - BMP
* PhotoCD - PCD
* Photoshop (Adobe) - PSD
* Caption, photographer, date taken, location (such as County-District-Parish), copyright statement, keywords.
Movies * MPEG1 & 2 - MPG, MPEG
* MPEG4 - MPG4
* DivX - DIVX, AVI * Name and version of video codec, video dimension (in pixels), frame rate (fps) and bit rate.
* Name and version of audio codec - sample frequency, bit-rate & channel information.
* Length (hours, minutes, seconds) of file and size.
* Copyright clearances where required (e.g. oral history).
* Caption and short description for each movie file.
Spreadsheets * CSV
* Microsoft Excel - XSL / XLSX
* OpenDocument Spreadsheet - ODS
* Lotus 1-2-3 - 123,WK4, WK3, WK1, WKS * Purpose & content of spreadsheet & worksheets.
* Content of each column and row if not obvious.
* Data type and scale for each column.
* Key for any codes within data.
* Documentation of any extra features the spreadsheet may contain, i.e. formulae, macros, charts, comments and any significant characteristics to be preserved.
Statistics * Delimited text * SPSS - SAV, POR, SPO
* SAS - SAS7DBAT, SAS
* Microsoft Excel - XLS
* OpenDocument Spreadsheet - ODS
* SYLK - SLK
* Microsoft Access - MDB
* xBase - DBF
* Source(s) of the data, collection methodology
* Purpose of data
* Details of tables and samples (columns)
* Number of rows
* Type and scale of variables
* Full description of any coding used
* Analyses performed on data
Texts * Microsoft Word - DOC / DOCX
* OpenDocument Text - ODT
* RTF
* Microsoft Word - DOCM
* OpenOffice.org 1.0 - SXW
* TXT
* HTML, XHTML, XML, SGML
* DOC - software, version and platform
* SXW, RTF, ODT - software, version
* TXT - text encoding
* HTML, XHTML - Software used in creation, doctype with HTML schema
* XML - Text encoding, DTD or Schema
* SGML - Text encoding
Virtual Reality * X3D
* VRML
* Java3D
* QTVR
* Original data files that make up the model (image files, CAD models and so on) where available. A video 'fly-by' render of the original VR world to preserve the look and feel.
Geophysics * Raw xyz data: TXT, CSV
* Rendered images: TIF
* Raw data: DAT REP (Contors) * Raw data: location of the survey, conditions and instrumentation
* Images: details of data processing and interpretation
Audio * Broadcast Wave Format .bwf
* Waveform Audio WAV
* Audio Interchange AIF
* SUN au AU * Bit rate (kbps) and sampling frequency range (KHz) if applicable. NOTE: mp3 and ogg both have the option of variable bit rate compression
* Codec used (where appropriate) and documentation of conversion process
* Length of recording (mins and secs)
* Copyright clearances (very important for audio files, especially oral history)
* Transcriptions of interviews etc (where appropriate)

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