We are a volunteer station so automation is important. We use an automated ftp download program, WS_FTP Pro Synchronize Utility (included with WS_FTP Pro) to download new programs on a schedule. Any new or revised files are automatically downloaded each night. Next we have automation in the form of DOS batch files that convert the mp2 and mp3 files we download to our station standard of Microsoft ADPCM 44,100 Hz 16 bit/stereo. (Only the files that are to air that day are converted the night before.) Then we have another DOS batch file that inserts tag information into the file (Author, description, category, web URL, etc.) and copies the file to our production environment where it gets aired.

Do's and Don'ts to spoken word providers

Folders

Do put all the files in one folder. It may seem a little messy but as long as the file names are all unique it doesn't matter. Don't use a different folder for each month, etc. as that means someone at our station has to manually change our config each month.

Other Files

Don't put other files in the folder. Everything there will be downloaded whether we need it or not. Especially don't put important notices on changes all downloaders are supposed to read in a file in the folder either. Our system is automated so the file will be dutifully downloaded, but we will only read it when we happen to look in our local download folder. Email us instead with notices.

File Names

Do use file names that include the air date. Our preference is 2 digits for the month and 2 digits for the day. That is all that is required in the file name, nothing else. It goes into a separate folder on our system so it will never be mixed up with any other program on our system, and you already know what your program is called, so putting the program name or initials in the file name is redundant, don't you agree? You can include extra characters that are the initials of the name of your program if you wish but it's not required for us. You can use 3 characters for the month if you prefer, also you can include the year in either 2 or 4 digits if you wish. You can also include 3-characters for the day of the week but that's also redundant in my opinion if you have the month and day already. File name length doesn't matter for us but shorter is probably better. Don't use series numbers in the file name unless they are always the same, basically part of the program name. Adding other numbers that change means we have to manually remove them. Don't use file names that include the description of the program. Again, that means someone at our station has to manually remove it from the file name.  Don't change the format of your file name without emailing about it, for example, putting a space in the file name one week and no space the next week. Do be consistent on the file name.

FTP Server Not Web Server

Do use an ftp server. A different username and password for each ftp site is fine on our system and provides you with the best security and control. A shared username and password with other stations is also fine for us. Don't use a web site to distribute your files. Yes, this is an Internet download, and yes, it's less work than taking it off a CD so we will use this method if we have to, but it's still a manual process for us.  (Most likely we will simply decline to add your show to our station if it's only a web download.)

Old Files

Do remove old files from your ftp server. You can safely do this as soon as the air date has passed. On the same note it's best for you to have the files on the ftp server well in advance of air date, but even one day ahead of air date usually is enough for our system; two days ahead is probably a safe minimum.

Mailing CDs

Don't mail us CDs if we're downloading the files. It's duplication and we won't use both.  We will just throw away the CDs, and that's such a waste, isn't it?

Queueing Tones

Don't leave queueing tones or dialog in your files. (This isn't really part of the ftp process but I wanted to mention it anyway.) If it were a live feed I can understand having the queueing there for the manual switching but for us the start of the file is the start of your program. What other queueing do we need? If you leave the queueing on your file, guess what, it means someone at our station has to manually remove it before it airs!