A filename should fill two functions: to provide a unique, concise identifier for the file that will distinguish it from all other files, and to provide information that will allow staff to determine the content of the file and its source. In some ways, these two functions are at cross purposes: data that does the best job of providing short, unique filenames (bibliographic record numbers, for example) require database searches to reveal a file's content; data that does the best job of describing the file's content (composer, title, label, label number) often produces long, unwieldy filenames.
Looking over the current practices in the libraries represented by the survey, files are most often named by using data either based on the musical content, shelving number, or bibliographic record number. Using these elements allows files to be used for different courses and reused from semester to semester. Few libraries construct filenames based on the curricular function of the file. Here are some examples of how librarians have approached the naming and organization of sound files, taken from responses to our survey:
MUS101/Puccini-Tosca-Sabata-EMI-1953-01-Ah_Finalmente [In folders by course number; individual tracks named using composer last name, work title, conductor, label, label number, disc number, track title]
2005FA/MEN3335/dahl_concerto_mvt1 [In folders by year and semester, then course number; files named using composer last name, title, movement]
Music240/00000000-02-11 [In folders by course number; individual tracks named using OCLC number, disc number, track number]
muen/275/bach_cpe_magnificat_magnificat_anima_4211482 [In folders by course, number; files named using composer last name and first name, work title, component part, label number]
MozartSym41i [Composer, short title, movement]
cd1234.2_3 [File name using accession number, disc number, and track number]
Blue-Ridge-Ramblers.Jug-Rag.CD12134-2-1 [File name using performer name, track title, accession number, disc number, track number]
Schumann-Dichterliebe-07-Ich grolle nicht [File name using composer last name, work title, track number, title of component part]
cd-26504_05 [File name using accession number, track number]
When naming a file based on its musical content, you can select the data using a number of sources. The most reliable source would be the appropriate MARC fields in the recording's bibliographic record--the 100, 240/245, 700 $a $t, etc.--so that the form of the composer's name and the title of a work will be consistent for all files. The process of looking up authorized headings can be time consuming, however.
Some libraries rely instead on metadata supplied by large databases of compact-disc data, such as Gracenote's CDDB and Freedb.7.3Because most encoding programs automatically query these databases for metadata, information on composer, performer, album title, and track titles can be imported automatically, eliminating the need for data entry for all but the most obscure compact discs. Also, encoding programs can often be configured to construct file and folder names automatically, based on the metadata elements retrieved from CDDB or Freedb.
The disadvantage to these compact disc metadatabases is that the data is contributed by users, and no standards of consistency are applied to the data. Also, CDDB metadata can include ``extended characters'' (letters with umlauts and accents as well as other special characters). If you are relying on CDDB data to name your files, be sure to test filenames that include extended characters and punctuation before you move your project into production. Some servers and audio players can process these filenames without a problem, but others choke completely on the extended characters and are unable to play the file. Often the encoding program or player offers an option to strip out extended characters from filenames and metadata. At least one librarian uses an external program to convert the characters.