Full Visualization

1. The donor should grant the DAS and Head of Digital Special Collections view access to the folder.

1. Add an entry to the SCRC accession log in order to claim or note an accession number for the accession. Entries for the digital media or born-digital portions of hybrid accessions should be recorded in the row immediately below the entry for the analog portion of accession. The following fields should be used in the accession log:
   • Accession number. (Entries for the digital media or born-digital portions of hybrid accessions should use the same accession number as the analog portion of the accession. These accessions no longer have -dig or -digital appended to the accession numbers.)
   • Date received (if logging digital media separated from an analog collection, this date should match the date the analog collection was received),
   • Date accessioned
   • FY accessioned
   • Staff member assigned
   • Type of collection
   • Personal papers / records / collection
   • Location (either “In Digital Accessioning” or “LDR”)
   • Restrictions

1. Create a stub record for the accession in ArchivesSpace. The stub record should include the following:
   • Collection title
   • Accession number
   • Accession date
   • General description of files transferred from DropBox
   • Conditions governing rights and access (Consult the SCRC digital collection records and the paper files in the filing cabinets in compact for relevant restrictions)
   • Provenance information that is known at the time materials are received

1. Mark the ArchivesSpace accession record as in progress.
2. Create stub collection, series, and sub-series records in ArchivesSpace. The collection record should contain a born-digital series and sub-series records for all digital media formats (floppy disks, optical disks, email, etc.).
3. Assign the transfer a unique identifier. An item stub record should be created in ArchivesSpace that includes this identifier.

1. Create a temporary folder in Staging by creating a copy of the Template folder inside Staging and renaming it with the EADID. Make sure to add the EADID to the SCRC EADID list if you created a new one.
2. Within the new EADID folder you just created in Staging, create another folder with the accession number for the items you are transferring.
3. Move the Admin and Data folders into that accession folder.
4. Move any administrative documentation into the Documentation folder

1. Configure rclone for a DropBox shared folder transfer
2. Use rclone to transfer files from the DropBox folder to the Unprocessed folder in Staging.
3. Dropbox supports its own hash type, use rclone to check that these checksums remain unchanged.
4. Use HashMyFiles to generate SHA 512 checksums for the files and record the results in the Fixity checks

1. The files in the Unprocessed folder should stay as an untouched “raw” copy of the files should we ever need to recover files or reprocess in the future. Using TeraCopy, make a copy of the contents of the Unprocessed folder and put it in the Working folder. This will be the working copy.
2. Generate a file inventory for the transfer using TreeSize Pro. Save the inventory in the Documentation folder.
3. Scan for duplicate files using TreeSize Pro.
4. If any exact duplicates, hidden, or trashed files are found, they should be deleted. Record deletions in the ArchivesSpace item record. Save any reports generated by TreeSize Pro in the Log files folder.
5. Upload files into Bulk Reviewer and scan for PII.
6. Move any files with found restrictions to the appropriate Restricted folder in based on the length of the restriction period and note restrictions in the “conditions governing access” notes in the collection and item records in ArchivesSpace. Any reports generated by Bulk Reviewer should be saved in the Documentation folder.

1. Using Bagger, bag files in the Working folder for transfer to Archivematica.
2. Transfer materials to Archivematica. This is a mostly automated process in Archivematica and should complete with minimal intervention. Checksums will automatically be verified. Any resulting logs should be saved in the Log files folder.
3. At the end of the transfer workflow, send the transfer to the Archivematica backlog. Note the move in the appropriate ArchivesSpace item record.

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1. When you are ready to begin processing, find the transfer in the backlog tab of Archivematica and continue with the workflow.
2. Start a Digital Object record in the appraisal tab of Archivematica. This should include the title, identifier, and conditions governing access if known. At this point in the workflow the title and identifier should both be the assigned unique identifier. Refer to the Description Guidelines for ArchivesSpace for further instructions.
3. Use the Preview file and Examine contents features of the Appraisal tab to survey file contents for possible restricted administrative content such as financial materials, administrative records, or student files. Move any files with found restrictions to the appropriate Restricted sub-folder based on the restriction period. Note new restrictions in the “conditions governing access” notes in the Collection and Item records in ArchivesSpace.
4. Use the Preview file and Examine contents features of the Appraisal tab to better understand contents of files. In ArchivesSpace, write scope and contents notes for the Collection and Item records. Note the total size and count of files in your scope notes (can use Bulk Reviewer, Hash My Files, and TreesizePro reports). Change the titles of Item records in ArchivesSpace to better reflect contents (“3.5-inch floppy disk, Ethnomusicology Book Project, Chapters 1-3”).
5. Finalize the arrangement of files in the appraisal tab. All restricted files must be in the appropriate Restricted subfolder.
6. Generate a file inventory in the appraisal tab for the AIP. Save this to the Access folder and add a file path to the file inventory to the appropriate ArchivesSpace Item record.

1. Generate the Archivematica SIP. This is an automatic process in Archivematica and should complete with minimal intervention.
2. Normalize files for access. Conversions should be noted in ArchivesSpace item and/or collection records.
3. Connect the files from the transfer to the Digital Object Record.
   • If ArchivesSpace functionality is not available, skip this step.

1. Package the AIP in Archivematica. This is an automated process that should complete with minimal intervention.
2. Download the packaged Archivematica AIP and transfer it to the the Preservation folder.
3. Generate a file inventory for the AIP using TreeSize Pro. Save the inventory in the Documentation folder.

1. Package the DIP in Archivematica. This is an automated process that should complete with minimal intervention.
2. Download the DIP from Archivematica and transfer it to the the Access folder.
3. Separate the Restricted folder in the DIP from the rest of the DIP contents and save it in the Access folder.
4. Add the Archivematica transfer ID to the Digital Object Record in ArchivesSpace.

1. Verify that descriptive metadata in ArchivesSpace is complete. Collection and Item level records should be finalized with information learned during the accessioning and processing workflow. Both should contain:
   • Date information
   • Total File size and count
   • Scope and contents note
   • Conditions governing access note
   • Conditions governing use note
   • Processing information note (choices to normalize file formats, redact or remove PII, if material could not be processed because of technical limitations, etc.)
   • A link to a file inventory or a file path in each Item record.
2. Make sure a file path to the DIP in the Access folder is listed in the Digital Object Record.

1. Update the status of the accession from “in-progress” to “completed” in ArchivesSpace. Any additional information should be added to the accession record if needed.

1. Update the entry in the SCRC accession log with the date accessioned, FY accessioned, and any restrictions added.

1. After verifying that a server backup has occurred, any remaining working copies of files in the Working folder should be deleted.
2. Once absolutely certain that all work with this accession has been finished, the SIP can be removed from the Archivematica dashboard.