Guidelines for File Names and Submissions

Character Limits | Stop Words | Committee Abbreviations
Naming Conventions | Submission Procedures

General Guidelines


Character Limits

  • xml/html files: 30 characters (excluding file extension)
  • pdf/doc files: 20 characters (excluding file extension)
  • image files: 20 characters (excluding file extension)


Stop Words

For security reasons, filenames cannot include the words or characters listed below. Check the ALA CMS Training wiki for an up-to-date list.

 " " (quotation mark)  ~ (tilde)
 | (pipe)  ; (semicolon)
 / * (forward slash asterisk)  \* (back slash asterisk)
 -- (double hyphen)  backup
 cast  create
 declare  delete
 drop  dump
 exec  from
 insert  into
 restore  select
 sp_  tab
 table  truncate
 union  update
 varchar  where
  xp_  no mathematical relationships expressed, as something=something, abc=abc, or any condition that is always true, such as 1=1



Committee Abbreviations

ACRL Instruction Section/ALISE Joint Working Group: is-alise
Awards: awards
Communication: comm
Conference Program Planning: conf
Continuing Education for Mentors Task Force: ce-ment
Discussion Group Steering: dgs
Information Literacy Best Practices: ilbp
Information Literacy in the Disciplines: ild
Instruction for Diverse Populations: idp
Instructional Technologies: itech
Local Arrangements Annual: localann
Local Arrangements Midwinter: localmw
Management and Leadership: manage
Membership: mem
Mentoring Program: ment
Nominating: nom
Peer-Reviewed Instructional Materials Online: primo
Planning: plan
Policy and Publications Review: ppr
Professional Education: profed
Research and Scholarship: research
Task Force to Review "Guidelines for Instruction Programs in Academic Libraries": guide
Teaching Methods: teach
Web Site Design Implementation Task Force: web-tf



Naming Conventions    

  • Agendas:
    <YYYYMMDD>_<committee abbreviation>_<agenda>.pdf
    Example:  20131203_ilbp_agenda.pdf
  • Minutes:
    <YYYYMMDD>_<committee abbreviation>_<minutes>.pdf
    Example:  20110120_comm_minutes.pdf
  • Planning Forms/Reports:
    <YYYY-YY>_<committee abbreviation>_<type of form/report, etc>.pdf
    Use <ap> for annual plan and and <ar> for annual report.
    Examples:  2009-10_ild_ap.pdf; 2009-10_primo_ar.pdf
  • Publications, Projects, and Other Miscellaneous Documents
    <YYYYMMDD>_<committee abbreviation>_<word or abbreviation that describes the item>.pdf
    Example:  20131204_teach_FYEbib.pdf

Submission Procedures    

Committee Minutes and Executive Committee Actions

  • Once each committee approves their minutes, they will be sent to the IS Secretary
    • If a chair or committee secretary sends the IS Web Administrators their minutes directly, the Administrators will reply back and request the minutes get sent to the IS Secretary
  • The IS Secretary will convert any Word documents into pdf and rename files according to the naming conventions as needed 
  • The IS Secretary will forward the pdf files to the Web Site Administrators to upload and link on the appropriate IS web pages.
  • Minutes from each committee meeting are kept in the Minutes folder on the site

Conference Programming Content

Content from the various conference programs will be sent directly to the IS Web Administrators from the committee chair, committee secretary, or other committee member (after approval from the Executive Committee or the Executive Committee liaison). Files will be renamed as needed according to the established naming conventions.

Measuring Success and Planning Reports

The Planning Committee Chair(s) will send approved reports to the IS Web Administrators. If needed, the chair(s) will convert any Word documents into pdf format. Files should already be named according to the naming convention identified above. IS Web administrators will rename files as needed according to the established naming conventions


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