How to prepare a collection for the CDR

Table of Contents

  1. Organize Files
  2. Describe Files
  3. Identify Access Restrictions

Organize Files

Use consistent file and folder naming that is easy to remember and implement

Do Avoid
George_Washington1.jpg George_Washington_1.jpg
George_Washington2.jpg George-Washington2.jpg
George_Washington3.jpg George_Washington3.jpg

Use meaningful folder titles when possible

Do Avoid
FolderPhotos 1990 Folder11485
FolderStudent Posters FolderMisc.
FolderResearch Grant Proposals FolderFolder A

Describe Files

Use this easy to use template to create descriptions for your collection.

Please submit your descriptions or metadata as a spreadsheet.

Tips for cleaning your data before submission:

Each column should have one piece of data


Topic subject Geographic subject Start date End date
Baseball United States 1999 2013
Journalism Japan 1891 1919
Mathematics Brazil 1933-12-01 1933-12-15


Subjects Dates
Baseball; United States 1999-2013
Journalism; Japan 1891-1919
Mathematics; Brazil 1933-12-01 to 1933-12-15
Use consistent terms and formats. Controlled vocabularies are a great source.


Identify Access Restrictions

Everything in the CDR is public by default. To request restricted access to some or all of your materials, 1) identifying which of your materials need special restrictions, then 2) determine what level of restriction is needed.

Access restriction options:

Unpublished: No public access.
Embargo: Information about an object is public. Object is restricted for a specified period of time.
Metadata only: Information about an object is public, but not the object.
Authenticated: Freely available to anyone with a UNC login.

Questions? Contact us.