Technical Description for Transfer of Electronic Records

TECHNICAL DESCRIPTION FOR TRANSFER OF ELECTRONIC RECORDS TO THE NATIONAL ARCHIVES FILE IDENTIFICATION OFFICIAL FILE TITLE, COMMONLY USED IDENTIFIER, AND/OR 02. ACRONYM ASSIGNED TO FILE: DESCRIPTIVE TITLE:

RESTRICTIONS ON ACCESS:

04. TITLE/DESCRIPTION OF DOCUMENTATION PROVIDED: 05. FORMAT OF DOCUMENTATION: Paper Electronic Format (Specify) Other (Specify): 06. ELECTRONIC (Agency name and address): 07. IDENTIFY TECHNICAL CONTACT(S)

FILE CHARACTERISTICS 08. SHORT TITLE ON EXTERNAL LABEL 10. STORAGE MEDIA UNIT VOLUME 12. DENSITY (CPI/BPI): SERIAL NUMBER: 09. RETURN STORAGE MEDIA TO AGENCY 11. TYPE OF MEDIA PROVIDED: 13. NUMBER OF TRACKS: AFTER ARCHIVAL PROCESSING: Open-Reel Magnetic Tape 7 9 18 Yes No 3480-Class Tape Cartridge Other (Specify): If Yes, Provide Address for Other (Specify): Return (if different from item 06):

14. FILE ORGANIZATION ON STORAGE 15. RECORDED LABEL (Internal 16. CHARACTER SET MEDIA Label) ASCII One File on One Media Unit IBM OS EBCDIC One File on Multiple Media Units IBM DOS BCD (7 track only) Multiple Files on One Media Unit ANSI X 3.27 Standard Binary Multiple Files/Multiple Media No Internal Labels Packed Decimal Units Other (Specify and Describe) Other (Specify)

17. DATE FILE COPIED:

18. INTERNAL FILE NAME/IDENTIFIER 19. SEQUENCE OF FILE ON 20. NUMBER OF LOGICAL RECORDS (aka Data Set Name): STORAGE MEDIA UNIT: (Blocking Factor):

File of 21. RECORD TYPE 22. LENGTH OF LOGICAL RECORDS 24. NUMBER OF LOGICAL Fixed Length (F) IN CHARACTERS OR BYTES: RECORDS: Fixed Length Blocked (FB) Other Than Fixed Length 23. LENGTH OF PHYSICAL RECORDS 25. NUMBER OF PHYSICAL (Specify Format) IN CHARACTERS OR BYTES: RECORDS (Blocks):

26. AGENCY COMMENTS:

27. FORM PREPARED BY: 28. DATE FORM COMPLETED: Name: Phone: NATIONAL ARCHIVES AND RECORDS ADMINISTRATION NA Form 14097 MSW(Rev. 8/92) INSTRUCTIONS ON OTHER SIDE INSTRUCTIONS

GENERAL: The purpose of this form is to facilitate the transfer of electronic records with continuing or enduring value to the National Archives. A packet containing additional information on the transfer of electronic records is available from the National Archives. This form is not intended to take the place of other required documentation. FIPS PUB 20 contains a discussion of file documentation. Technical information describing each file is required by 36 CFR, but NA Form 14097 is optional. If there is an alternative reporting format that provides all of this required information, substitute the report for NA Form 14097. Include the required information as an attachment to the SF 258. A separate form should be completed for each file. If multiple files have very similar technical specifications, one form with an attachment that specifically identifies all of the files covered by the form may be used.

IDENTIFICATION SECTIONS 5. Format of Documentation Provide. 1. Official Title, Commonly Used Mark all boxes that apply to the Identifier, and/or Descriptive transfer with an "X." If Title. Enter the name by which the "Electronic Format" is checked, agency identifies the file. include a technical description Consider how the title would appear form for each documentation file in in a bibliographic entry. If there electronic format. If "Other" is is no official title, provide a checked, be as specific as possible descriptive title. in describing the documentation transferred. 2. Acronym Assigned to File. Enter the commonly used abbreviation or 6. Electronic Records Submitted by. acronym as assigned by the agency. Enter the name and address of the Often, the acronym as assigned by agency that is responsible for the the agency. Often, the acronym transfer. will be used on the external (gummed) label of the storage media 7. Identify Technical Contact(s). unit. Identify the person who will respond to technical questions 3. Restrictions on Access. Specify about the records if they arise any restrictions that apply to this during archival processing. file - cite FOIA exemption, and, if b (3), cite statute, indicate FILE CHARACTERISTICS specific columns of types of 8. Short Title on External Label of records in the file that are Storage Media Unit. Enter the affected; specify length of short title that appears on the restriction on access and method of external (gummed) label of the determining the date when storage media unit(s). restrictions end. If there are no applicable restrictions on access, 9. Return Storage Media to Agency please indicate. After Archival Processing. The National Archives returns the reels 4. Title/Description of Documentation or cartridges included in the Provided. Documentation is transfer to the agency when two required for all transfers of preservation copies have been electronic records to the National created. Check "No" to indicate Archives. Enter the title or that the storage media should not description of the documentation be returned or provide an address provided by the agency for the for return shipment. If yes, file. Guidelines are available on Provide Address for Return (if the source and content of different from Item 06). documentation. If any documentation is available in 10. Storage Media Unit Volume Serial electronic form, include it in the Number. Enter the volume serial transfer. number which uniquely identifies this tape/tape cartridge. If the the date the records were copied file is recorded on multiple onto the storage media unit(s). volumes, enter the first volume serial number in this item and list 18. Internal File Name/Identifier (aka others, in sequence, in item 26. Data Set Name). If there is a recorded label, enter the file 11. Type of Media Provided. To comply identification (e.g., Data Set with the transfer standard Name) used in the label. File identified in 36 CFR, a storage Names in IBM standard labels should media unit should be an open-reel follow IBM DSN naming conventions. magnetic tape or 3480 tape cartridge. Enter an "X" in the 19. Sequence of File on Storage Media appropriate box. If "Other" is Unit. If this is the only file on checked, contact the National the storage media unit, enter a Archives prior to transfer and "1." If the storage media unit provide a specific identification contains multiple files, enter the of the storage media used for file's position number on the transfer. storage media unit. See Item 14.

12. Density (CPI/BPI). Enter an "X" in 20. Number of Logical Records per Block the appropriate box to indicate (Blocking Factor). If "Fixed characters or bytes per inch. Length" is checked in Item 21, enter the blocking factor. 13. Number of Tracks. Enter an "X" in the appropriate box. For 7 track 21. Record Type. Enter an "X" in the tapes, indicate whether the parity appropriate box. If "Other Than is odd or even in Item 26. Fixed Length" is checked, a specific description of the format 14. File Organization on Storage Media. is very important, especially if If a single file on a single the documentation provided does not storage media unit is described, contain a precise description. Use check "One File on One Media Unit." Item 26 to describe "Other" If a multi-volume file is formats. described, check "One File on Multiple Media Units." If more 22. Length of Logical Records in than one file is on the storage Characters or Bytes. Enter the media unit, check "Multiple Files logical record length in bytes or on One Media Unit." If the characters. If the record is not transfer includes multiple files on fixed length, enter the maximum multiple files on One media units, size record, and describe check "Multiple Files on Multiple techniques used to control and Media Units." indicate size in Item 26.

15. Recorded Label (Internal Label). 23. Length of Physical Records in Enter an "X" in the appropriate Characters or Bytes. Enter the box. If "Other" is checked, physical record length in bytes or provide a specific description of characters. If the record is not the internal labels in Item 26. fixed length, enter the maximum size record, and describe 16. Character Set. Enter an "X" in the techniques used to control and appropriate box. If "Binary" or indicate size in Item 26. "Packed Decimal" is checked, indicate the characters (bytes) 24. Number of Logical Records. Enter that are stored in those formats in the number of logical records in Item 26. the file. This number is usually supplied by the program which 17. Date File Copied. Enter the date created the file. Labels are not that appears on internal labels, if included in this count. If the the files are labelled. This is last block is padded with blank records to fill out the block, please provide a total record count with 36 CFR. If there are any and a count of records that contain exceptions to this, identify the information. release and/or level of any software required to read the file. 25. Number of Physical Records Provide attachments if the (Blocks). Enter the number of information required will not fit physical records (blocks). Labels in Item 26. are not included in this count. 27. Form Prepared By. Enter the name 26. Comments. Provide additional and phone number (including area information as necessary or code) of the individual who desired. If the information prepared this form. pertains to another item on the form, identify the relevant item 28. Date Form Completed (YY/MM/DD). number. Files transferred to the Enter date this form was prepared. National Archives should not be software-dependent in accordance

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION NA Form 14097 Back MSW(Rev. 8/92)