LEGACY, FOR REFERENCE ONLY

Overview

The following workflow applies to physical computer media (hard drives, flash drives, floppy disks, CDs, DVDs, etc.) found during accessioning or processing collections. This workflow does not address audiovisual content for which there is a separate workflow. If you are unsure if the contents is data or AV, send it to the Digital Preservation Archivist (DPA) to identify.

Workflow

When computer media, is found in a collection, the accessioning or processing Archivist will:

• Accession/process the physical materials according to the general Accessioning Guidelines
• Leave media in its original location, if interfiled with other materials, so that the intellectual context is not lost.
• Ensure that media is housed securely so that it will not be damaged: Cds should be placed in plastic covers, loose floppy disks and flash drives should be placed in envelopes; and all loose items should be in folders, not between folders where they might get lost.
• Flag all computer media with a “Computer media” flag so that it can be easily located. Do NOT remove the media from the box.
• Describe the contents of the media in ArchivesSpace at the aggregate level, according to the Computer Media description guidelines.
• Once accessioning or processing is completed and the boxes have been labelled and shelved in their final location, alert the Digital Preservation Archivist:
  • For processors, send an email with a brief description (number of items and format(s)), box number(s), and shelf location of the materials.
  • For accessions, in the Accession Workflow Trello board,
    • add Digital Preservation Archivist as a member to the Trello card
    • add a comment for the DPA noting the format(s), number of items, box number(s), and shelf locations
    • move the card to "In progress with Digital Preservation Archivist"
      (the DPA is automatically alerted by Trello).

The Digital Preservation Archivist will:

• Retrieve the boxes from the shelf
• Appraise media and either copy the contents to preservation storage, or make recommendations to the collections steward regarding digital content to discard.
• Migrate the digital content off the media
• Provide more detailed description of the digital content in ArchivesSpace.
• Print a report form indicating media has been copied.
• Refile the media with paper report
• Re-shelve the box(es).

See also Digital accessioning workflow