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Digital Archives Accessioning ManualRichard B. Russell Library for Political Research and Studies

University of Georgia

Note: contact the digital archivist, Adriane Hanson ([email protected]) with questions or to get copies of templates that are not included in the manual. You are welcome to use any portion of this manual in your own institution. Please do indicate the source if you use a significant portion of it.

Purpose

The goal of the accessioning procedure for digital archives is to:

1. Copy all digital files, whether received on removable media or through digital transfers, to the designated preservation area on the SAN server for safe storage of the files.

2. Document the transfer process.3. Generate basic records about the files for use during processing planning and to monitor file

formats for obsolesce.

We have the equipment required to copy any media with a USB connection, CDs, DVDs, 3.5" floppy disks, and 5.25" floppy disks.

Procedure Overview

1. Assign accession number2. Assign Digital Media Identifiers (DMI)3. Create removal sheets4. Virus Scan5. Save Files to the SAN Server6. Document the process and create accession records

A note on audiovisual materials

The Arrangement and Description Unit will accession, process, and describe all born digital AV. We are leaving these files in place in the file directory rather than removing them for the Media and Oral History Unit (the procedure for analog AV) since that allows us to preserve the context of how the AV files relate to the other digital files and the procedures are the same for all born digital archival materials. The Media and Oral History Unit will be responsible for monitoring the file formats for obsolescence and taking necessary preservation actions.

A note on file names

To ensure the name is valid in different computing environments, file names for preservation documentation and folder titles created by Russell staff should include only lowercase letters, numbers, and underscores.

mailto:[email protected]

1. Assign Accession Number

Start with the Russell Library accession number (format Year_Sequential Number).o Use the same accession number as the related papers if received with any. o If no related papers, see Archivists' Toolkit for the next available accession number.

Add _ER to the end of the Russell accession number (format Year_Sequential Number_ER). Example: 2013_49_ER

Note: even if they are received with a larger accession that includes papers, digital records will have a separate accession record in Archivists' Toolkit to enable us to capture more detailed metadata and to make it easier to run reports for processing planning and preservation monitoring. The relationship between papers and digital records that were received together is maintained through the shared accession number and through notes in both accession records ("Arrival Status" and "Related Papers" in the accession record for the digital files and "Disposition Note" in the accession record for the papers.

2. Assign Digital Media Identifiers (DMI)

Each piece of transfer media is assigned a unique identifier. This identifier will be used to track which files were received together and to link accession documentation to files.

Example: RBRL.281.CD.034 (the 34th CD in the RBRL/281/HD papers).Note: This formatting makes the DMI more human readable. However, in folder names it should be formatted as rbrl281cd034 to comply with character limitation conventions.

The identifier has four components: RBRL: Russell Library. Collection number: For collections that also have a letter code, do not include the letters. Code for the kind of transfer media: see table below. Sequential number: 3 digits, starting at 001 for each type of media. Continue the

numbering sequence from previous accessions (see Archivists' Toolkit resource record, Digital Records Original Media.

Code Type of Transfer MediaCD CD'sDVD DVD'sF Folder (for digital transfers)FD3 3.5" floppy diskFD5 5.25" floppy diskG For legacy files located on the shared G:

Drive with no information about the transfer.HD External hard driveSR Scanned by Russell staff and original item

returned to donor

Digital Archives Accessioning Manual - Richard B. Russell Library

USB USB/Flash/Thumb driveZ Zip disk

For digital transfers: Assign one DMI to the entire transfer if it is small. Assign one DMI to each of the first level of folders if the transfer is large and likely to be split

up during arrangement, i.e. the shared drive of a Congressional office.

Use of the identifier: Write the identifier on the transfer media with archival pen.

o For CDs and DVDs, write the identifier on the inner circle of the disk. o For other media, write the identifier on the label.

Include at the end of the folder title for the files extracted from the media. Include in all documentation referring to the accession.

3. Removal Sheets

Removal sheets record the location of media that were transferred to the archives in boxes with related papers to retain the relationship between the digital files and the papers. This will mostly be done by students who are inventorying the papers during accessioning or processing. See Appendix F for instructions for students about the process.

3.1. When a disk is located, leave it in place and create a removal sheet in Google Drive. Make one sheet for each disk even if there are multiple disks in one location. See Appendix G for the removal sheet template.

3.2. Save a digital copy of the removal sheet in Google Drive and share with the digital archivist.3.3. Print a copy of the removal sheet and place it in the folder where the media is located.3.4. Remove the media from the folder, write the DMI on each piece of media, and put in the “To

Be Accessioned” box for the digital archivist.3.5. If no files from a piece of media are retained after the appraisal process, the printed removal

sheet should be removed from the box.

4. Virus Scan

Files should be at least a month old before running the virus scan so that the virus checking program has time to update with new viruses that could be present. If files are received that have been in an active computing environment less than 30 days ago, make a backup copy onto an external hard drive using the Virus Quarantine Computer and wait 30 days before proceeding with accessioning.

Note: the Virus Quarantine Computer is a PC that is not connected to the network. The virus software is the same software used by UGA on all campus computers (Trend Micro OfficeScan version 10.5.1997) and it is updated via wireless access to the internet. Future plans are to install a RAID to this computer to allow files to be copied from external hard drives into the RAID with


backup during the quarantine period and to switch to a Mac so the computer is less susceptible to any viruses that are in the files. 4.1. Connect the removable media to the Virus Quarantine Computer with appropriate write

blocking technology or download files received digitally onto the Virus Quarantine Computer. If it is a USB device, use the write blocker hardware. If it is a 3.5" floppy disk, open the tab so the computer cannot write to the disk. Use the

external 3.5" floppy drive, which connects to the computer with a USB cable. CDs and DVDs can be assumed to have write protection. If it is a 5.25" floppy disk, use the “Frankendrive” computer (see Appendix A for details).

4.2. Open the virus scan program Trend Micro OfficeScan. Select the drive or folder with the files and click "scan" to run the program.

4.3. Record the results in the Preservation Log (see Step 6.1). The default language is: Virus check with Trend Micro OfficeScan 10.5.1997. No security risks were detected.

4.4. If a virus is found: Put a label on the disk with the name of the virus. Research the file name to see if it is likely a false-positive or a real virus. If it might be a virus, do not export this file when saving the files in Step 5. If the file is not likely a virus and is important, change the file extension so it does not

trigger anti-virus software. Record your decisions and actions in the Preservation Log.

5. Save Files to the SAN Server

Note: The SAN Server is maintained by Library Systems for use by all library departments. Russell Arrangement and Description have 2 TB allocated for preservation storage on the SAN. Only two Russell staff members and some Library Systems staff have access to this space. Library Systems backs up the space daily to a server located in another building on campus.

5.1. If this is the first time digital records were received for this collection, create a folder in Preservation Storage with the collection's ID number (i.e. RBRL_281_HD)

5.2. Copy the files to the collection's folder using Data Accessioner (see Appendix B)5.3. Download any Digital Media Removal Sheets from Google Drive and save in the folder with the

files copied from that piece of media.5.4. Store the original media and record location in Archivists' Toolkit (see Appendix E)

6. Document Process and Create Accession Records

Templates and examples: Digital Archives Policies folder on the G: Drive.

All digital records accessions should have a Preservation Log, Manifest, and accession record in Archivists' Toolkit. The remaining documentation is not necessary if the files will be processed immediately. Name files with the accession number and documentation type, for example 2011_15_er_preservation_log.


6.1. Preservation Log – technical information about the transfer and any later work with the files Record date, Digital Media Identifier, action, and staff person responsible. The action should include the action taken, the software or hardware used to complete the action, and the result. Save as a tab delimited text file in the accession folder in Preservation Storage (can use Excel to view and edit the file, but always save a text file)

6.2. Manifest – metadata extracted from the files (description and fixity) Create using Karen’s Directory Printer (see Appendix C)

Save as tab delimited text file in accession folder in Preservation Storage (can use Excel to view and edit the file, but always save a text file)

6.3. Archivists' Toolkit: summary record about the accessionCreate accession record (see Appendix D)

6.4. Resource_IDs SpreadsheetNote if there are unprocessed digital records. The spreadsheet located in the collection folder on the G: Drive.


Appendix A. Procedure for 5.25" Floppy Disks

We have a computer with a 5.25" floppy drive ("Frankendrive"). All of the necessary programs have been installed to do the entire accessioning workflow on this computer.

1. Make sure the computer is disconnected from the network (VPN is disconnected, wireless can be on). Cover the notch on the disk (for write blocking) and insert the disk into the processing computer with a 5.25" floppy drive ("Frankendrive").

2. Open "My Computer" and right click on the 5.25" Floppy (A:) drive. Click "Scan with OfficeScan Client" to run the virus check. Record the results in the Preservation Log.

3. When you have checked all of the disks, run the virus scanner on the C: drive of the computer to double check no viruses have been introduced.

4. Connect "Frankendrive" computer to the networka. Log in to the VPN, to the address remote.uga.edu. Use your MyID name and password.b. Open the G: Drive. User name is libs\computer user name, for example libs\hansona,

and the password is what you use to log in to your computer.

5. Copy the files from each disk to the accession folder in Preservation Storage with Data Accessioner, as described in Step 5 and Appendix B. See Step 1 for information on assigning accession numbers.

6. Produce documentation and accession records as described in Step 6.

7. Disconnect from the G: drive by right clicking on the drive icon on the desk top. Disconnect from the VPN by right clicking on the icon on the task part. Turn off the computer.


Appendix B. Data Accessioner

This program copies computer files safely and generates metadata. It creates a MD5 checksum before and after copying each file and compares them to make sure there are no errors, keeps the creation and modified dates of a file from being altered by the copying process, extracts technical metadata from each file, and produces documentation about the process.

Output: Creates a folder named with the Accession Number and within it a folder named with the Source Name/Identifier. The files are copied into the Source Name/Identifier folder. An XML document with all the metadata and named with the Accession Number is saved in the Accession Number folder.

Note: once the Accession Number folder is created, it will automatically add additional Source Name/Identifier folders from the same accession to that folder.

1. Fill in top metadata fields.a. Your Nameb. Accession #: Format of the number is 2011_15_erc. Collection Title: Use the official title from the Resource_IDs spreadsheet.

2. Indicate where to save the files.Click on the "Accession to Directory" button and select the collection folder in Preservation Storage.

3. Indicate the files to be copied.Click on the "Source/Directory" button and select the location of the files. The file directory will be displayed. Highlight files or folders and click "Exclude" if they should not be copied. Highlight excluded files or folders and click "Include" if they should be copied.

4. Fill in the Source Name/IdentifierThis is the name of the disk being copied. The format is "Disk Label Digital Media Identifier" , for example "Speeches 1993 rbrl076fd5003". Alter the title as necessary to replace characters that are not permitted.

5. Add Dublin Core metadata.Highlight the top folder of the file directory, select the Dublin Core Element to add, and type the value into the Metadata Value box. Fields to use:

Creator: creator of the collection Date: date range of the contents of the folder Title: repeat the Source Name/Identifier


6. Click "Migrate" to copy the files. Once migration is complete, if there are no errors the message "Success!" displays on the bottom left of the interface. Otherwise, the window will pop up indicating there are errors and asking if you would like to view them.

7. Record the results of the migration in the Preservation Log.a. For no errors: "Copied files to the accession folder in Preservation Storage with Data

Accessioner. No errors were detected."b. For errors: "Copied files to the accession folder in Preservation Storage with Data

Accessioner. The following errors were detected: list the errors"

8. Address any errors and record the results in the Preservation Log. Common errors:a. Unable to set last modified date: negative time. No further action is required.b. Unable to copy individual files. Attempt to copy using TeraCopy.c. Unable to detect any files. Attempt to copy using TeraCopy and if that doesn't work

take a disk image using AccessFTK Imager. Also check the disk properties and see if the disk might be empty.

d. Unable to generate an MD5 sum for a file. This means it did not actually copy that file. Attempt to copy using TeraCopy.

9. Before migrating the next disk, rename the XML file generated by the Data Accessioner to Source Name/Identifier_Data_Accessioner_Log or the file will be overwritten.

10. Continue steps 1-9 until all files have been migrated to the Preservation Copies folder


Appendix C. Karen's Directory Printer

This program extracts descriptive, technical, and preservation metadata from each of the files.

1. In the "Save to Disk" tab, under "Select a Folder", browse to the accession folder in Preservation Storage

2. Under "Save Options", check "File info only"

3. Set these features (only have to do it once) Save Options: check "Search Sub-Folders" Sort Files by: select "Don't Sort" Formatting: check both "Omit" boxes

4. Under "File Info", check these boxes (in this order): Full Name (Path+File) File Name Extension File Size Date Created Date Last Modified MD5 Hash SHA-1 Hash

5. Click "Save to Disk…" and save in the accession folder in Preservation Storage with the file name "Accession Number_manifest" (i.e. 2011_15_er_manifest)

6. Open the manifest in Excel for data clean up a. Run macro "Directory to Manifest" to add the column headingsb. Fill in the date and your name, and copy the three checksum cells (Checksum Date,

Checksum Software, Checksum By) down the columns for each file

When save, keep as a tab delimited text file (for long-term preservation)


Appendix D. Archivists' Toolkit Accession Record

Basic Information Tab Accession number: Parsed into three fields, YYYY | ## | ER Accession date: Formatted YYYY-M-D Resources Linked to this accession: Link to the resource record Collection type: Usually Papers, Records, or Collection, but could be more specific Collection title: Official title from the Resource_IDs spreadsheet Extent: Total file size of the accession folder in gigabytes. Estimate to the quarter gigabyte. For

smaller than a gigabyte:Gigabyte Megabytes0.001 0-10.005 2-50.01 6-100.05 11-500.1 51-1000.25 101-2550.5 256-5120.75 513-7681 769-1024

Container summary: Number of files in the accession folder Date expression: Inclusive date range Date begin/end: First and last years of the inclusive date, formatted YYYY Bulk date begin/end (optional): First and last years of the bulk date, formatted YYYY General accession note (optional): Any additional information not covered elsewhere

Accession Notes Tab Acquisition type: Usually Gift Description: Brief scope content, based on Descriptive portion of DMI Survey Form if have one Condition: Note if unable to recover data from removable media or any other damage Inventory: Default text is "See manifest in preservation folder on the G: Drive." Disposition Note: Note if any disks not retained, i.e. duplicate CD’s

User defined fields Tab Date received: Formatted YYYY-M-D Arrival status: How it was obtained by the library. Note if received as part of a paper records

accession. Note the technical information about the media it was received on, including notes from the DMI Survey Form if applicable (Technical portion, Administrative: donor retain a copy, Descriptive: Include files from previous computers).

Related papers: Note related papers in the collection (which box or folder it came from) or "No associated papers." Include related papers notes from DMI Survey Form if applicable.

Format: List the main file formats, either by name or file extension.


Names & Subjects Tab Name link for creator

Acknowledgements, Restrictions & Processing Tasks Tab Processing priority (optional): high, medium, or low Processing plan (optional): Note any advice for future processing, i.e. likely appraisal or if

processed upon accessioning Processing status (optional): complete, in process, unprocessed Rights transferred note (optional): Covered in the deed of gift Access restrictions note (optional): Covered in the deed of gift and in Administrative portion of

the DMI Survey Form Use Restriction note (optional): Include if donor gave permission to put any portion of the files

online from the DMI Survey Form


Appendix E. Original Digital Media

Original media will be retained and stored in the vault for the time being in case errors are found from the copying process or a superior copying process is identified.

Housing

Media of different types and from different collections can be housed in the same box.

Label the boxes:

Digital MediaRussell LibraryBox #Needs to Acclimate

Highlight Needs to Acclimate in green to make it more visible to vault staff. Also put a Post-It note on the box reminding the vault staff to store at a higher shelf so the motor does not erase the tape.

Tracking Location

Keep track of the boxes with original media in the AT Resource Record for each collection.

1. Make a series named Digital Records Original Media [Closed]. For a collection with more than one finding aid, create a new finding aid for the media.

2. Make the series internal only.

3. In the repository processing note, put this text: Original media are retained for preservation purposes only. Patrons should not be provided access to this media.

4. Add a child for each box of media Level: file Title: range of media identifiers (example: RBRL.281.CD.001-005, RBRL.218.HD.001) Instance, type Electronic Media: box number and barcode. Put EM before the box number

so when someone runs the "Manage Locations" report it is clear which ones are media.


Appendix F. Student Guide for Disks in Collections

When accessioning or processing a collection, you may find computer disks: floppy disks, CDs, etc. These disks need to be removed from the collection and given to the digital archivist (Adriane) using the following steps.

1. Assign the disk an Digital Media Identifier (DMI) number. The number has four parts:a. RBRL b. Collection number (get from supervisor)c. Code for media type (see table below)d. Sequential number (3 digits, starts with 001 for each new media type. Ask supervisor if

there are any disks for this collection yet.)

For example, RBRL.281.CD.034 is the number for the 34th CD found in collection 281

Code Type of Transfer MediaCD CD'sDVD DVD'sFD3 3.5" floppy diskFD5 5.25" floppy diskHD External hard driveUSB USB/Flash/Thumb driveZ Zip disk

2. Fill out an Digital Media Removal Sheeta. Your supervisor will share a template with you via Google Drive.b. Fill out 1 sheet per disk, even if there are multiple disks together in a folder.c. Name the document _DMI_Media_Removal_Sheet. Don’t include the punctuation in

the DMI. Example: _RBRL281CD034_Media_Removal_Sheetd. Print a copy of the document and put it in the folder where the disk is; remove the disk.e. Share the document in Google Drive with Adriane ([email protected]).

3. Write the DMI on the media using an archival penf. For CDs and DVDs, write the number on the clear inner circle of the disk.g. For floppy disks, write the number on the disk label.

4. Put the disks in the "To Be Accessioned" box for Adriane


Appendix G. Digital Media Removal Sheet

RICHARD B. RUSSELL LIBRARY

FOR POLITICAL RESEARCH AND STUDIES

Digital Media Removal Sheet

Description of Item

Title on Media: Transcribe any information written on the disk

Type of Media: Include any technical or brand information on the disk, i.e. 3.5" floppy disk, double sided, double density, 3M brand

Original Location

Collection:

Accession:

Box:

Folder Title:

Transfer Information

Digital Media Identifier: RBRL.Collection Number.Media Code.Sequential Number

Reason: Transferred to Digital Curation Archivist for accessioning and preservation

Date: Year Month Day

By: If not permanent full time staff, including your title after your name, i.e. Jane Smith (student assistant)


Policy Revision History

First draft completed: 2013 June 10 by Adriane HansonLast updated: 2015 June 10 by Adriane Hanson

Significant Changes Made:

Note: Minor changes to add additional clarification of procedures have been made prior to 2015 April 16 but the general workflow and tools used remained the same during that period.

2015 April 16 Digital AV is accessioned and processed by the Digital Archivist instead of being transferred to the Media and Oral History Unit.

2015 June 10 Added Appendix H. Policy History. Updated Appendix B. Duke Data Accessioner to the new version of the tool, Data Accessioner (same functions, renamed some fields in the interface and now outputs Dublin Core and PREMIS metadata). Removed requirement to make accession record and inventory to save in the collection folder on the G: Drive. Archivists' Toolkit accession record and Manifest will be the accession documentation.


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