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  4. Archive files: Best practices for managing the archive’s file system

Archive files: Best practices for managing the archive’s file system

You should treat the archive’s file system as temporary storage, intended to facilitate the transfer of files into and out of the archive. It is not designed for the long-term preservation of original media files. If you wish to store original media with Keeping Culture, consider using File Store.

Once a file is no longer needed in the archive’s file system, it should be deleted. Common scenarios when this should occur include:

  • During media ingest or record import: Files are uploaded into the archive’s file system. The ingest or import process copies these files to the hosting environment, creating separate, archive-viewable media. After this process is complete, the uploaded files in the archive’s file system are no longer required and can be safely deleted.
  • During record export: Output files are saved to the archive’s file system. Users can then download these export files via an S3 client or from the Archive files page. Once the files have been successfully retrieved, they can be safely removed from the archive’s file system.

Be mindful that files subject to cultural or administrative restrictions are not protected by the archive’s Content Restriction system while in the archive’s file system. Prompt removal of such files reduces the risk of accidental access.

Keeping Culture does not retain original files ingested into the archive unless the File Store component is enabled. You and/or your organisation are responsible for maintaining archival copies of all media added to the system.

If you are not using File Store, original media files submitted via Simple Upload are copied to a subfolder named ‘__SIMPLE_UPLOAD_ORIGINALS__’ within the archive’s file system. It remains your responsibility to download and retain these original files.

When naming files and folders, clarity and consistency are essential. Follow these tips:

  • Use descriptive folder names that capture the content, date, or media type—for example, “2025-06-08_Oral_Interviews_Alice_Springs” or “Benson_Photos_1993”—to make browsing and searching easier.
  • Avoid special characters such as /, \, ?, %, *, :, |, “,  , or spaces. Use underscores or hyphens to separate words.
  • Keep names concise but sufficiently detailed to distinguish between similar files.
  • Adopt a logical folder structure—organise by collection, date, or Archive Item class. For example, create separate directories for Photos, Documents, Movies, Sounds, and Objects.
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  • Home
  • Features
  • In depth
    • Browsing Keeping Culture
    • Recording and imparting knowledge
    • Administering Keeping Culture
  • FAQs
  • Pricing
  • Support
    • Knowledge Base
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    • Development Roadmap
  • Contact
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