LEGACY PROCESS, FOR REFERENCE ONLY

Workflow Overview

Researcher completes an AV/Media request form in-house, or makes the request from distance via email, phone, or via online request form.

Reference staff:

• reviews form for completeness and clarity
• checks the collection record(s) to ensure that the materials are not restricted
• gives order form to Digital Preservation Archivist (DPA)

Digital Preservation Archivist (DPA):

• adds Inmagic AV database numbers or ArchivesSpace digital object unique ID to the form (if any)
• checks for access restrictions for the collection(s)
• enters order in Order database and creates a Trello card in the In-house Digital Reproduction Trello board. Trello card is moved to “Born Digital order (MJ)” list
• reviews order, identifies content. If necessary, DPA may contact researcher for clarification; may share file lists with researcher to help narrow down request.
• if physical media has not yet been copied, DPA pulls media from collections and transfers content to digital files
• for collections where an access restriction requires pre-screening for potentially sensitive third-party information, the DPA reviews the content and, if necessary, redacts sensitive or restricted files.
• if necessary and possible, creates access files in a more accessible format (for example, some av formats may need to be converted to a smaller file size for online access and delivery)
• if necessary, creates digital file list
• creates a new folder in Dropbox and uploads files and file list
• updates Trello card and moves it to "Digital Production Completed," and gives order form to Admin Assistant

Administrative Assistant (AA):

• creates a Reproduction Order Notice for the researcher, pulling description of the content and copyright information from Inmagic AV database or ArchivesSpace (note: no invoicing is required for already-digital content)
• uploads notice to Dropbox
• emails researcher with Reproduction Order notice and Dropbox link
• Updates Trello card and moves to "Ingest to LibPres"

For more information, see Digital Production Workflow and the digital production flowchart.

Note: in some cases, content is added to the Compass digital repository and the link added to the collection finding aid (this is currently done for a few special projects but will eventually become the default method of access for born-digital materials).