LEGACY, FOR REFERENCE ONLY

Overview:

• The accessioning or processing archivist enters an aggregate description of the physical media in the Accession and Resource record as an archival object.
• The Digital Archivist migrates digital content off the media, enhances the description of the content, and adds Digital Object(s) in the Accession and Resource records.

(See also Workflow for Computer Media found in collections)

When describing the media, complete these fields as follows:

ACCESSION RECORD

Extents:

The Accessioning Archivist will add a separate extent for media, describing the items at the aggregate level, for example:

• Portion: Part
• Number: 4
• Type: items
• Container summary: 3 CDs and 1 flash drive

The Digital Preservation Archivist will add the extent for digital content, for example:

• Portion: Part
• Number: 9.6
• Type: Gigabytes
• Container summary: 111 files and 2 ISO disk images made from CDs and flash drive

Instances: describe paper, media and digital objects as 3 separate instances:

The Accessioning Archivist will add instances for the physical items in the box (1 & 2), example:

1. Paper:

• Type: Mixed materials
• Top container: Box (Accession, box no.)

2. Computer media:

• Type: Computer disks
• Top container: Box (Accession, box no.)

3. Digital object (see guidelines for Digital Object Records)

Events:

Digital Preservation Archivist will add an Event record to the accession record to document preservation processes, example:

• Type: Migration
• Outcome note example: “3 CDs and 1 flash drive were migrated successfully to networked storage.”
• Date label: Event
• Agent role: Implementer; link to staff name
• Record link: Accession
• External documents: (optional) attach log file for more informatation

Disposition (Accession record):

For any media items not retained, the Digital Preservation Archivist will enter a Disposition note in the Accession record.

• For example: “1 CD containing a commercial copy of Microsoft Works was not accessioned, and was [destroyed/returned to donor].”
• refer to the deed of gift for donor’s wishes for disposition of materials
• inform collection steward.

See example accession record in ArchivesSpace

RESOURCE RECORD:

The Accessioning or processing archivist will:

• create an Archival Object for each group of media items in the container list, reflecting their physical location.
• apply a title that describes the content of the media, not the format (e.g., "ABC conference, 2002"). If unable to identify content, use a generic title such as "Computer media"
• If there are many media items of various content, or if the content is unclear, enter a generic title and description (such as "Computer media").

Extents and Instances: follow the same guidelines as for Accessions, but at the archival object level.

Subjects: (optional) Accessioning or Processing Archivist may add media formats as Subjects terms, including the general term “Electronic records.”

Once the digital content has been migrated from the media, the Digital Preservation Archivist will:

• add extents of digital files
• enhance the title and description of content, if necessary
• update conditions governing access if different for digital content ( e.g. digital files are closed until assessed/processed)

Sample resource record in ArchivesSpace

See Born-digital description guidelines, for more information