ADVICE

Guidelines for Depositors (Version 3.0 September 2015)

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 TypePreferred File FormatAccepted 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)