File Format Guidelines

1. Acceptable File Formats for ePrints Deposits

The following formats can be submitted into ePrints:

• PDF
• HTML,  ASCII
• XML
• GIF,  JPEG/JPG and PNG image formats
• Postscript
• .zip and .gz compressed files
• MS Word (Library staff will convert into PDF)

PDF is the preferred format.

If your file is not in one of these formats and you do not have access to conversion software (eg Adobe Acrobat) please contact the Library's ePrints Coordinator to discuss the feasibility of the Library converting the document for you.

All images should be optimised for the web prior to loading into ePrints.  Further information about managing images on the USQ website includes advice about re-sizing and the use of photographs. 

2. File Naming Conventions

Filenames should contain:

• No spaces;
• Letters from the alphabet (upper or lower case);
• Numbers 0 - 9;
• Any appropriate alpha-numeric combination; and
• The only symbols permitted are - (hyphen) or _ (underscore).

3. File sizes

The content you submit into ePrints will be searchable and retrievable via the Web.  Where possible, it would be advisable to break your object up into smaller components that will take less time and bandwidth to download.  It is recommended that the object be divided into portions of less than 1 MB each.

When a file is divided into portions, they should be named this way:

• Create a file called 01front.doc (or whatever format your document is in) containing your initial pages which typically might include the title page, abstract, certification page, acknowledgments, table of contents and notation, introduction, preface and any other introductory text that is not part of the main body of the paper; and 
• Break the rest of the document into smaller files maintaining a relevant filename structure such as 02chapter1.doc; 03chapter2.doc; 04appendix1.doc; 05bibliography.doc; etc.

In order to maintain the desired file sequence, files need to be numbered using the standard 01-99 (or 001-999 if individual files exceed more than 99). Numbering of files is required to assist users in reassembling your document after download.

If your content must remain as a single discreet object, this can be supported in most cases, although it may affect accessibility for end users.

All images should be optimised for the web prior to loading into eprints.  Wherever possible, the version of images stored in ePrints should be less than 1MB in size. 

4. File Compression

Files may be compressed into a ZIP or .gz Unix compression file prior to loading to ePrints.  Files stored in this format can be unpacked by any user accessing those files via the web.  The standard Windows and Unix tools for compressing files should be used prior to uploading where compression is required.

5. Further information

For any queries relating to file naming, sizing or formats, please contact the USQ ePrints Coordinator.