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Media library storage and naming conventions

Conventions for file naming and specifications.

Images

There will be thousands of image files in the content management system, so it's a good idea to name all files well so users can find them.

File name

Upload images with a descriptive filename. For example, a photo of a girl laughing should be titled 'Girl laughing'. 

The file name must not contain any spaces. Instead, use hyphens (not underscores) to join words so the file name is as easy to read as possible.

You will need to rename the image file on your computer to something like:

girl-laughing.jpg

Don't upload an image with a filename like:

IMG_001.jpg

If you're uploading several images that belong together, such as members of a council or honour roll inductees, it's a good idea to put this at the start of the file name, for example:

  • MCWE-Alana-Johnson.jpg
  • stella-young-2017-womens-honour-roll.png

Then you can search for 'MCWE' or 'honour roll' and see all the images for that group.

Image title

You should also include meaningful information in the image title field, so you can easily find it later. (Note: What you put in the title field doesn't usually show on screen - only when the image is used in an image gallery.)

When you go to the media library to search for an image you have previously uploaded, you search by the image title.

If the image is of a person with profile then their name and position should be included in the title, for example:

  • Hon Linda Dessau, Governor of Victoria
  • Alana Johnson, member of the Ministerial Council on Women's Equality

Documents

Use the document title when uploading documents.

For example, Safe and strong: A Victorian Gender Equality Strategy. 

The file name must not contain any spaces. Instead, use hyphens (not underscores) to join words so the file name is as easy to read as possible (eg Safe-and-Strong-A-Victorian-Gender-Equality-Strategy).

Version numbers should not be used as any new version should be saved over the top of old versions.

If the document is an annual document then the year should be at the end of the document, for example, Safe and strong: A Victorian Gender Equality Strategy 2017.

Video

Must be added via the asset library only, not by pasting embed code into the page.

The file name must not contain any spaces. Instead, use hyphens (not underscores) to join words so the file name is as easy to read as possible (eg Making-rent-fair).

This allows for metadata to display the embed from Youtube or Vimeo correctly to include fields for:

  • a written transcript of the video content
  • running time
  • title
  • description

Reviewed 09 December 2019

Vic Gov digital guide

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