May be out of date, use with caution (March 2024)

Adding digital file lists and log files:

• Lists and digital processing logs can be uploaded to Google drive then linked from the finding aid as digital objects.
• If the archival object represents only one media item, then attach the file list for that item.
• If the archival object links to a digital object (AIP) that represents multiple media items, then link to the top level file list for the entire AIP and the log.
• There is no need to include the log if you are describing files copied from one media item and the title is the same as the Archival object title.
• Use your judgement- not all file lists are helpful, if they don't have meaningful file and folder names.
• Important: some log files may contain preservation and appraisal notes intended for internal use only and should be omitted from the public copy. If unsure, consult with your supervisor.
• Alternatively, log files may be added for staff-only viewing as an “External Document.” Upload the file to the subfolder “staff-only” (viewable only by team members) in Google Drive.

Instructions:

1. If not done already, rename the file file using the same identifier for the digital object, with "_filelist" or "_log" appended at the end (example: smith_ssc_728_2018-S-0005_filelist)

2. Upload the log file and/or filelist(s) to this folder:

   • Google Drive > Special Collections General > Systems > ArchivesSpace > Documents linked to ASpace
   • Or, for the Born Digital description backlog project, upload files to this subfolder: digital backlog file lists and logs

3. Once uploaded and shared for public viewing, copy the link to your clipboard (note: the share settings for this folder are already set for all files to be viewable by the public).

4. In ArchivesSpace create a new Digital Object record for the file list or log, at the same level as the digital object for the preservation files (see example above).

5. Add an "Other finding aids” note. Examples:

   • See log file attached for a complete list of disks in this series/accession.

   • "Digital file lists for these discs are available upon request.” [if file lists are not attached]

Adding contextual documents related to but not part of collections:

1. If not done already, add the collection identifier to the beginning of the file name (example: "mrbc_ms_00016_supplemental").

2. Upload the file to this folder:

   • Google Drive > Special Collections General > Systems > ArchivesSpace > Documents linked to ASpace > contextual_documents_for_collections

3. Once uploaded and shared for public viewing, copy the link to your clipboard (note: the share settings for this folder are already set for all files to be viewable by the public).

4. In ArchivesSpace, at the resource level, add an External Document field. The Title should be the title of the document and the location should be the URL of where it is hosted (that you previously copied to your clipboard). If the document should be publicly available, check the Publish? checkbox.