Digital Archives Processing Manual Richard B. Russell Library for Political Research and Studies University of Georgia
Note: contact the digital archivist, Adriane Hanson ([email protected]) with questions or to get copies of templates that are not included in the manual. You are welcome to use any portion of this manual in your own institution. Please do indicate the source if you use a significant portion of it.
Purpose
The goal of the processing procedure for digital archives is to:
1. Arrange and describe the files to facilitate access. 2. Identify files that should not be kept at all or that should be restricted. 3. Produce the AIPs(Archival Information Packages) and DIPs (Dissemination Information Packages) as defined by OAIS. 4. Gather information about the file formats to support long term preservation.
Procedure Overview
1. Accession disks 2. Copy files to workspace 3. Survey and processing plan 4. Appraisal 5. Arrangement 6. Description 7. Restrictions 8. File Format Analysis
General Principles and Practices
• Use the same policies, procedures, and tools for papers and digital files where possible. • Description is DACS minimum compliant. • Related papers and digital files should be arranged and described together in the same subseries rather than putting digital files in their own series. • All analysis and appraisal is done to the access copies only. The preservation copies (the original files extracted from media or received from the donor) should remain unchanged. [Note: currently considering how appraisal decisions can be implemented on the preservation copies] • Apply archival principles of aggregate description, original order, and MPLP to provide access to these files in a timely manner. • Work should focus on the highest folder level in a file structure, and may occasionally include one or two other levels of folder hierarchy. File level work that is not computer automated should only be undertaken in extraordinary cases. • Currently retain all files in the original format until can research the best file formats for preservation and access.
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1. Accession Disks Found During Processing
Some digital media will have been removed from the collection during accessioning. Additional disks will likely be found during processing when boxes are examined more closely. Accession these according to the "Digital Archives Accessioning Manual".
2. Copy Files to Workspace on the SAN Server
Note: The SAN Server is maintained by Library Systems for use by all library departments. Russell Arrangement and Description have 2 TB allocated for preservation storage on the SAN which is also currently used for workspace and storing access copies. Only two Russell staff members and some Library Systems staff have access to this space. Library Systems backs up the space daily to a server located in another building on campus.
a. Use TeraCopy (see Appendix A) to copy all files in the collection folder in Preservation Storage to the work space (Access Copy Storage).
b. Rename the folder to include _Access at the end of the folder name (example RBRL_340_Access). This avoids any confusion when windows are open for both the preservation copies and the access copies at the same time.
c. Add _CLOSED to the end of the folder title while working so no access is provided (example RBRL_340_Access_CLOSED). This should be removed once the files are open for research.
d. Delete the preservation documentation from the access copies: the manifest, preservation log, and Data Accessioner logs. Do keep the removal sheets.
3. Survey and Processing Plan
Use the "Digital Archives Processing Inventory" spreadsheet template for the survey. The name of the file should be "Creator last name_year_Digital_Archives_Processing_Inventory". Typically, the survey has one row in the spreadsheet per piece of digital media. There may already be a beginning of this spreadsheet in the preservation folder titled "For Processing" with information gathered during accessioning. Fill in any missing information using the accession records, the manifest, and opening a sample of the files on the workspace. See Appendix B for common Excel commands used to analyze the manifest. When processing is complete, this survey should be saved to the collection folder on the G: Drive as a record of processing decisions.
Use the "Digital Archives Processing Plan" template to record all decisions in steps 4-8. The name of the file should be "Creator last name_year_Digital _Archives_Processing_Plan. When processing is complete, this plan should be saved in the collection folder on the G: Drive as a record of processing decisions.
Digital Archives Processing Manual - Richard B. Russell Library Page 2 4. Appraisal
Appraisal is typically done at the disk level or upper folder level. Analyze the survey and manifest, and view a sample of the files if needed, to identify files that do not have permanent research value, including published materials and materials outside of our collecting scope. Also separate software and other program files. Record decisions in the "Digital Archives Processing Inventory" and then delete the files from the Access Copies.
Duplicates Remove disks or upper level folders that are entirely duplicated elsewhere. Individual files that are duplicated can be left in. To locate duplicate files, use Excel to identify duplicate checksums. a. Select the checksum column by clicking on the letter of that column. b. Under Home - Conditional Formatting - Highlight Cell Rules, select "Duplicate Values". c. In the pop up box, select the formatting to use to show duplicate values and click "ok". d. To see the duplicates, filter the checksum column for the color used to show duplicates. e. To remove the color, go to Home-Conditional Formatting - Clear Rules.
Photograph Sampling Sample photographs if there are a large number of photographs from a single event or if the photographs are not identified and are similar to each other. The typical sampling rate is 10%, keeping every 10th photograph. A higher sampling rate can be used if 10% would cause unique images to be missed. Preview the files as you highlight them in the file directory to delete - if any are unique, it may be substituted for the "10th" photo that would have been kept.
If no files are kept from a disk • Delete the files from that disk from the accession folder in Preservation Storage. • Note that the disk was discarded in the Archivists' Toolkit Resource Record and the "Digital Archives Processing Inventory". • Remove the "Digital Media Removal Sheet" from the box of papers, if applicable. • Securely destroy the disk by sending it to our shredding vendor.
If a portion of files are kept from a disk, just delete the separated files from the access copies.
5. Arrangement
Identify series and subseries Digital files should be added to series and subseries established for paper records, if applicable, so all content about the same subject is grouped together. Add additional series and subseries to the arrangement as needed for subjects that are only present in the digital files.
Digital Archives Processing Manual - Richard B. Russell Library Page 3 Level of arrangement For disks, generally arrange at the disk level. For external hard drives, generally arrange at the highest folder level of the file directory.
If there files that are not inside of folders at the highest level of the file directory, create a folder for them with square brackets around the folder title. Otherwise, don't reorganize the files.
Documentation Record arrangement decisions in the "Digital Archives Processing Inventory" and the "Digital Archives Processing Plan".
Implement the arrangement a. In the collection folder in Access Copy Storage, make a folder for each series that has digital files, including the series number (example: Series I. Constituent Services). b. Within the series folder, make a folder for each subseries that has digital files, including the subseries letter (example: Subseries A. Issue Mail) c. Use TeraCopy (see Appendix A) to copy the files from Access Copies to the appropriate series or subseries folder. After TeraCopy confirms the copying had no errors, delete the files from the original location on Access Copies.
6. Description
Digital files are described in our finding aids. For hybrid collections, description of digital files is integrated with the description of the papers. See Appendix C for how to create the inventory from a directory print. See Appendix D for how to format the description in Archivists' Toolkit.
Collection, series, and subseries description a. Scope and content note: If some subjects are only present in the digital files, indicate that they are digital in the scope and content note (example: The digital files include his campaign website and research on abandoned sunken ships). If the subjects of the paper and digital files are the same, it is not necessary to describe the digital files separately. b. Access note: use standardized text to indicate that digital files are present and instruct the researchers on how to request them. c. Extent: total file size. If an entire series or subseries is digital, also include the file count.
Folder list d. If there are also papers in the series or subseries, the folder titles of the digital files go at the end of the list for that series or subseries. e. Typically only list the highest level of the file directory in the finding aid. Only include additional levels of the file directory if they significantly aid access. f. If a folder title is generic (example: speeches), add a scope and content note to describe the main subjects in that folder.
Digital Archives Processing Manual - Richard B. Russell Library Page 4 g. If the majority of the file names within a folder are descriptive (terms you might search for as opposed to codes or generic terms), create an item-level inventory and link to the finding aid (see Appendix E). Still do include a scope and content note for the folder in the finding aid so that the finding aid is keyword searchable. h. Folders of digital files are identified with the note [digital files] at the end of each folder title (added by mail merge template, see Appendix C for details). i. So that Aeon tracks each request the same way as a physical box, each folder will have a container type "Digital_Records" (instead of "Box") and a barcode (see Appendix C for details).
7. Restrictions
Analyze the files for materials that should be restricted. Based on the folder titles, identify folders that are likely to include restricted files (privacy law, FERPA, HIPPA, etc.) and review a sample of the files in that folder to determine if it should be closed. Also search the file titles for keywords that might indicate restricted files, such as "personnel" or "resume".
If the files are sensitive and do not have research value, they can be deleted. Note what was deleted in the "Digital Archives Processing Plan" under appraisal.
Restrictions are managed at the level that the materials are described in the finding aid. If any subfolders or files within a folder listed in the finding aid are restricted, the restriction applies to the entire folder.
If the files should be retained but are restricted: a. Add an access restriction note to the folder in the finding aid and indicate the restriction type, when the file is open, and if redaction is required. b. In the collection folder in Access Copy Storage, add "RESTRICTED_" to the beginning of the folder title.
If files need to be redacted before providing access: a. Redaction will only be performed if a researcher requests access to the folder. Follow the "Redact on Demand" policy for papers with a few modifications (see Appendix F). b. When a folder is requested, redactions are made within three business days. c. Redacted text should be replaced with the "[redacted]", highlighted in light grey if possible for the file format. d. Once redactions have been made, add "_REDACTED" to the end of the file title and save the redacted version to the collection folder in Access Copy Storage. e. Delete the un-redacted file from Access Copies. The un-redacted file will remain in the Preservation Copies. f. Update the finding aid to indicate that the folder is open, some files have been redacted, and explain what information has been redacted.
Digital Archives Processing Manual - Richard B. Russell Library Page 5
If a file format cannot be opened but the file title or other files in the folder indicate the file likely includes information that needs to be redacted, do not share those files with the researcher. Explain to the researcher the file titles and why it could not be shared so they can determine if it is worth further investigation on how to open the files.
8. File Format Analysis
To facilitate long term preservation, we need to know what file formats are in the archives. Then we can monitor those file formats, identify when they are becoming obsolete, and develop preservation solutions at the time they are needed. [note: this workflow will be changed this year to incorporate file format identification tools]
a. Create a directory print of the file formats in the Access Copies folder (see Appendix G) and name "creator last name_digital_formats". Save the spreadsheet to the collection folder on the G: Drive. A new directory print is created rather than using the preservation manifest so that the list of formats does not include those removed during appraisal.
b. Research into file formats is recorded in the "Format Identification Research" spreadsheet on the G: Drive in the "Digital Archives Policies" folder. Copy information from that spreadsheet into the "Digital Formats" spreadsheet about file extensions that have already been researched.
c. Research any new file extensions and record the results in both the collection Digital Formats" spreadsheet and the "Format Identification" spreadsheet. Sources to consult: i. PRONOM (http://www.nationalarchives.gov.uk/PRONOM) ii. Open in HxD hex editor to view file header and footer iii. General internet research
Digital Archives Processing Manual - Richard B. Russell Library Page 6 Appendix A. TeraCopy
TeraCopy Version 2.3 is used to copy files safely by verifying that the fixity (using the CRC algorithm) is the same before and after copying. The utility also allows you to pause and later resume the copying of a group of files.
1. Click the "More" button to open the Source File portion of the window.
2. Drag folders to be copied to the "Drop files here" box. A list of the files will appear in the status portion of the window and "Drop files here" will change to "File(s) added".
3. Click "Select target folder" and browse to where the files should be copied to.
4. There are four circular icons on the right of the window. The check mark (run test when transfer is complete) should be green and the others should be grey. Click an icon to turn it from green to gray or vice versa.
5. Click "Copy". As it copies, the Status, Source CRC, and Target CRC columns fill in.
Error Messages If the copying is successful, the "File(s) added" text will be replaced with the message "Test OK: x file(s) match, 0 errors, 0 skipped" and there will be a green check mark with a plus next to every file in the Source File window.
If there are errors, the number of errors will be listed in the message and the errors will be displayed in the Status column and in the window below the Source File box.
Copy vs. Move TeraCopy can both copy or move (cut and paste) files. Even if the goal is to move the files, use copy instead and then delete the files from the first location once you verify that the copying has been done correctly. Otherwise there is a risk of losing files during the moving process.
Digital Archives Processing Manual - Richard B. Russell Library Page 7 Appendix B. Excel Commands for Spreadsheet Analysis
Use Excel commands to analyze the manifest in order to understand the content for appraisal, arrangement, and restriction decisions and to create better description. Analysis should be done on a copy of the manifest so if anything is changed it will not affect the preservation documentation. See the "Excel Tips" folder in the A&D folder on the G: Drive for details about each command.
Sort (Home tab) Re-order the spreadsheet alphabetically or numerically. Use the "custom sort" option to sort by multiple columns (i.e. first by column A and then by column B). Uses include: put the spreadsheet in series order to see the arrangement, group related materials together when doing subject analysis.
Filter (Home tab) Show just the rows in the spreadsheet that meet a particular criteria (examples: keyword, number range, highlighting color, does not contain a term). Uses include: identify groups of files on the same subject, identify groups of files with the same restriction, see rows that you have highlighted.
Conditional Formatting (Home tab) Color-code cells based on a criteria to make them easier to see as you look through the entire list (examples: keyword, duplicates). Most commonly used is to highlight duplicates for appraisal.
Subtotals (Data tab) Summarizes a list based on the value of one column (generally by counting or addition) every time the value in that column or another column changes. There is a subtotals macro that will format the result into a table. Most commonly used for subject analysis. First use filtering to assign a subject category to each file and then use subtotals to see which subject categories are the most common.
Text to Columns Split the data from one column into multiple columns based on a criteria. It can split at a space, a punctuation mark, etc. It may be necessary to use "find and replace" to insert an appropriate character where you would like to split the text. Most commonly used to split the file path from a directory print into multiple columns.
=countif, =sumif, =averageif Count, add, or average values based on a criteria. Uses include: count the number of boxes assigned to each series, add the number of folders classified by each subject.
Macros Record a macro for a series of tasks that need to be done to multiple spreadsheets. Use the "record macro" function while completing those tasks on one of the spreadsheets. Then run the macro on any other spreadsheet to have it automatically do those tasks. Note: you cannot "undo" the results of a macro, so save the file before running the macro. If the results are not what was expected, close the file without saving it to return to the version of the file before the macro.
Digital Archives Processing Manual - Richard B. Russell Library Page 8 Appendix C. Transform Directory Print to Inventory
1. Use Karen's Directory Printer (see Appendix C in the "Digital Archives Accessioning Manual") to get a directory print of the collection folder in Access Copy Storage. For the "file Info," select the fields full file path, file name, and date last modified.
2. Save as an Excel file in the collection folder on the G: Drive with the file name "creator last name_Digital_Inventory_for_Finding_Aid. Rename the tab "Folder and File Print". You will also use the information on this tab when creating file inventories to link to the finding aid (see Appendix E and Step 6.G).
3. Open a new tab on the spreadsheet and name it "Inventory". From the directory print, copy the date last modified into Column A and the full file path into Column B.
4. Clean up the folder titles so there is a "Title" column with every series, subseries, and folder title Note: if the collection is small, it can be faster to type this information into the spreadsheet rather than editing the directory print. a. Use "text to columns" to split the file path at the \ b. Delete the columns with the parts of the file path that are the same for all folders. c. Insert a row above where each series starts. Copy the series name to that row and delete it from all other rows. d. Insert a row above where each subseries starts. Copy the subseries name to that row and delete it from all other rows. e. Move the first column of folder titles into the title column. f. If an additional level of hierarchy will be added to the finding aid, insert a row above each group of folder titles that will be in the same section. Type the section name in that row and delete it from all other rows. Move the titles of the folders in that section into the title column. There will be some duplication which will be addressed in Step 6. g. Delete all other folder and file name information.
5. Clean up the dates so they are just the year. a. Filter the date column for every date from a single year. b. Replace all the filtered cells with the year. c. Repeat until all date values are replaced.
6. Get the date range for each folder a. Highlight the date and title columns and remove duplicates. There will still be repeated titles when there are multiple years for the same title. b. For each repeated title, identify the earliest and latest year and type that into the date cell next to the first instance of that title. Delete the dates next to all the other instances of that title. (If there are a lot of years, it may be helpful to highlight just the rows with the same title and sort by year.)
Digital Archives Processing Manual - Richard B. Russell Library Page 9 c. When done, filter the date column for blanks and delete all rows except for series, subseries, and section titles that should not have dates.
7. Label the columns a. Change order of columns so it is first title and then date. b. Insert 4 columns before title. c. Copy the column titles from the "Template_Digital_Inventory_For_Finding_Aid" and paste into the sheet.
8. Add Type and Level • This is the same process that we do for papers. • Type is series, subseries, or file. • Level starts with 1 for the first level of hierarchy and counts up from there.
9. Add container • This will display in the finding aid as the Digital_Records number. • Assign a container number (beginning with 1) to each folder. Do not assign a container number to series, subseries, or section titles. Note: section titles are actually folders in the file directory but just assign the container number to the lowest level of subfolder that appears in the finding aid. • Each container is a single Dissemination Information Package (DIP). When researchers request digital files, they will be given an entire DIP.
10. Add Virtual Barcode • Each DIP (folders with containers) receives a barcode. This barcode is the same as the unique identifier of the corresponding AIP (Archival Information Package), which has the same files but more technical metadata. • The format is rbrl, collection number, er, and a 6 digit sequential number (the sequential number is the same as the container number). Example: rbrl077er000009. • Create using concatenate. Filter the spreadsheet for "not blank" in the container column. If the container is column B, the formula is =concatenate("rbrl999er00000",b2) but replace 999 with the RBRL number. Note: change the number of 0's after ER in the formula as needed to keep it to six digits. • Copy the virtual barcode column and paste the values so the formula is no longer active. • Add the virtual barcode to the beginning of the folder titles in Access Copies (example rbrl340er000003_Family Photographs).
11. Add the Digital Media Identifier (DMI) • The DMI is included here to provide certainty about the source of each DIP. • There can be more than one DIP created from a single DMI. • See the "Digital Archives Processing Inventory" for information about each DMI.
Digital Archives Processing Manual - Richard B. Russell Library Page 10
12. Add Additional description a. Format all the folder titles to be title case (if many, use formula =proper). b. Explain acronyms and abbreviations when possible. c. If applicable, put the scope and content note in the Description column. If there are subfolders, either add a scope and content note for each subfolder or have one scope and content note for the entire group on the upper level folder. d. If applicable, put the link to the item-level inventory in the Inventory_URL column (see Appendix E). e. If applicable, put the access restriction note in the Restrictions column.
13. Convert spreadsheet into EAD for import into AT (see Appendix D for instructions on importing) Note: procedure is mostly the same as for paper records. See "Excel to AT Instructions" for details. a. Use "Digital Inventory Mail Merge" to covert the spreadsheet into a Word document with EAD tags. b. Use the macro "InventoryCleanUpDigital" to clean up the Word document c. Use the "Template for EAD import to AT.txt" (same as for paper) to add other EAD tags required for import.
Digital Archives Processing Manual - Richard B. Russell Library Page 11 Appendix D. Archivists' Toolkit
If papers have already been processed, add description to the resource record for the papers. If the collection is entirely digital, add to the resource record that was created during accessioning.
Collection Description 1. Dates: update dates to include the dates of the digital files. 2. Extent: add to the container summer, spelling out the unit of measurement. Example: (1.25 linear feet and 104 megabytes). • Extent is from the file properties of the collection folder in Access Copies Storage. • Use the unit of measurement (megabytes, gigabytes, etc.) that is in file properties. • If the collection only has digital files, in the container summary put the number of files (also from file properties). In Extent, put the number of gigabytes. 3. Names and subjects: update to include any new subjects in the digital files. 4. Abstract: Add any significant subjects that are only in the digital records and if there is a list of document types include that there are digital files. 5. Scope and Content Note: if the subjects for the paper and digital are the same, the digital files do not need to be described separately. If there are new subjects, add that information to the end (example: The digital files include x and y subjects.) either as the last sentence of the paragraph about paper or as a second paragraph. 6. Access Restrictions: In its own paragraph, add the standardized text: {List series} contain digital files. To access these files, please request the folders you would like through the finding aid using your
Import Inventory • Export the existing AT resource record in case there are problems with the record merge. • Import the EAD for the inventory (see Appendix C) into AT (Import - Import EAD) • Merge the inventory EAD with the existing resource record (highlight both in resource record list and click merge; make sure to select the existing resource record as the one to merge into). • Open the resource record. The last folder in the record will contain the inventory for the digital files. Drag each folder to the correct location in the arrangement. For series or subseries with both paper and digital, the digital folders go at the of the list for that series or subseries. • Save the AT record. Delete the safe keeping file exported in Step A.
Digital Archives Processing Manual - Richard B. Russell Library Page 12 Series and Subseries Description 1. Dates: update dates to include the dates of the digital files. 2. Extent: add to the container summer, spelling out the unit of measurement. Example: (1.25 linear feet and 104 megabytes). • Extent is from the file properties of the series or subseries folder in Access Copies Storage. • Use whatever unit of measurement (megabytes, gigabytes, etc.) is in file properties. • If the collection only has digital files, in the container summary put the number of files (also from file properties). In extent, put the number of gigabytes. 3. Scope and Content Note: if the subjects for the paper and digital are the same, the digital files do not need to be described separately. If there are new subjects, add that information to the end (example: The digital files include x and y subjects.) either as the last sentence of the paragraph about paper or as a second paragraph. 4. Access Restrictions: In a separate paragraph, add standardized text: {This series/subseries} contains digital files. To access these files, please request the folders you would like through the finding aid using your
Add Barcodes • Use Yale Plug-in to assign barcodes • If there are just a few barcodes, copy and paste the barcodes from the "Digital Inventory for Finding Aid." • If you have many barcodes, generate barcodes using Excel and scan o Copy the barcodes to a separate sheet o Copy the barcodes again and paste into a second column on that sheet. One column with remain human readable while the other will be transformed into a scan-able barcode. o In one of the columns, add an asterisk before and after the barcode using concatenate. If the first barcode is in b1, the formula is =concatenate("*",b1,"*") (result: *RBRL213ER0000001*) o Highlight the column with the concatenated barcode value and select barcode font in Excel. The font does not have a name but does look like barcode lines and should be the first font in the font list. The barcodes in that column will change to lines. o Increase the font size to make it easier to scan o Print out sheet and scan the barcodes into AT
Digital Archives Processing Manual - Richard B. Russell Library Page 13 Appendix E. Directory Print to attach to finding aid
1. Create a folder named "Inventories to link to finding aid" in the collection folder in Access Copies Storage.
2. Make a separate spreadsheet for each folder that needs an item-level inventory. Generally make the inventory for the highest level folder, even if you listed subfolders in the inventory, so there aren't as many files the patron needs to open. a. Open the "Digital Inventory for Finding Aid" spreadsheet (see Appendix C) and click on the "folder and file print" tab. Copy the full file path, file date, and last modified date columns for the folder you are making the inventory for into a new spreadsheet. b. Save the new spreadsheet in the "Inventories to link to finding aid" folder. Name the file with the series number, subseries letter, name of the folder, and barcode i.e. II_B_Roman_Levit_rbrl289er000006. c. Run the DPforFA macro. It will name the columns, indent file titles, change the date format to be year only, and change formatting to make it easier to read. d. If needed, indent the first and second rows - the macro doesn't always get them right. e. If there are restricted folders, delete all the folder and file titles except the file path for the upper level folder (the one listed in the finding aid).
3. Upload the inventories to Google Drive. a. Open Google Drive for the Access Russell Electronic Records account. b. Create a folder with the collection name inside the "Additional Inventories for Finding Aids" folder. c. Open "Share Settings" for the collection folder and change from "Specific people can access" to "Public on the web". d. Upload all the inventories to the collection folder.
4. Get the inventory for URL for each spreadsheet by clicking the "share" button for the file on Drive. Copy the URL and paste it into the "Inventory_URL" column in the "Digital Inventory for Finding Aid" spreadsheet.
Digital Archives Processing Manual - Richard B. Russell Library Page 14 Appendix F. Redact on Demand
If the files are anticipated to have high use, they should be redacted during processing. In all other cases, to make efficient use of staff time the files will not be redacted until a researcher requests access. The digital archivist will make the necessary redactions within 3 business days of a request.
Workflow during Initial Processing
1. Folders that contain files that need to be redacted are renamed with "REDACTION_REQUIRED_" added to the beginning of the folder title.
2. In the finding aid, each folder requiring redaction has an access restriction note reading "This folder must be reviewed for {description of restricted material} prior to research use. Please request these folders 3 business days prior to requiring access to the files to allow time for this review."
3. In the finding aid at the collection, series, and subseries level, there is an access restriction note reading "Some folders in this {collection/series/subseries} must be reviewed for {description of restricted material} prior to research use. Please request these folders 3 business days prior to requiring access to the files to allow time for this review."
Workflow when a Folder is Requested
1. When a researcher requests a folder requiring redaction, the request is routed to Russell - Electronic Records queue in Aeon. The Digital Archivist sees that it requires redaction based on the folder title and the access note in the finding aid.
2. The Digital Archivist redacts the files within 3 business days. Redacted text is replaced with "[redacted]" highlighted in light grey if possible for the file format. If a patron makes a request from the reading room, every effort will be made to do the redaction during their visit.
3. The redacted file is renamed with "_REDACTED" added to the end of the file title.
4. Delete the un-redacted file from the Access Copies. The un-redacted file will remain in the Preservation Copies.
5. Update the finding aid access notes to indicate that the folder is open, some files have been redacted, and explain what information has been redacted.
6. The box is made available to the researcher.
Digital Archives Processing Manual - Richard B. Russell Library Page 15 Appendix G. Directory Print to File Format Spreadsheet
The following are directions for creating a spreadsheet about the file formats present in a collection to use for monitoring for file format obsolescence, which is Step 8a in this processing manual. After creating the spreadsheet, proceed with Step 8b and 8c in this manual.
In Karen's Directory Printer: See Appendix C in the "Digital Archives Accessioning Manual" for details on how to use this program.
1. In the "Save to Disk" tab, under "Select a Folder", browse to the collection folder in Access Copy Storage
2. Under "File Info", check these boxes (in this order): • Extension • Full Name (Path+File)
3. Click "Save to Disk…" and save in the collection folder on the G: Drive with the file name "creator last name_digital_formats" (i.e. Miller_digital_formats).
In Excel:
4. Open the directory print in Excel and rename the sheet tab to "Format Location".
5. Split up the file path column to make three columns: Series, Subseries, and AIP ID. a. Use Text to Columns to split at \ b. Use Text to Columns to split at _ c. Delete any columns with information that is not needed
6. Highlight all columns and remove duplicates to create a list of the different file extensions located within each AIP.
7. Label the columns and change the order to: Series, Subseries, AIP ID, File Extensions. If there is no series or subseries, put [none]. Also put [none] if the file extensions column is blank, which means that Karen's Directory Printer could not identify a file extension.
8. Copy the File Extensions column to another sheet (in the same spreadsheet) and name the tab "Format Type".
9. Sort the File extension column and use the subtotal function to reduce it to a list of unique file extensions with the number of files that have each extensions, in part by using the Subtotals macro (see Appendix B). Name the columns "File Extensions" and "Count".
10. Add columns for the additional information to be added about each format: "File Type", "File Format" and "Source of Information".
11. Save spreadsheet as Excel spreadsheet and continue with Step 8b.
Digital Archives Processing Manual - Richard B. Russell Library Page 16 Policy Revision History
First draft completed: 2014 May by Adriane Hanson Last updated: 2015 June 22 by Adriane Hanson
Significant Changes Made:
2015 June 22 Overall editing to refer to existing documents where procedures overlap (i.e. labeling disks is explained in the Accessioning Manual) and to clarifying the steps for each procedure. No procedures were significantly altered.
Digital Archives Processing Manual - Richard B. Russell Library Page 17 Template: Digital Media Removal Sheet
RICHARD B. RUSSELL LIBRARY
FOR POLITICAL RESEARCH AND STUDIES
Digital Media Removal Sheet
Description of Item
Title on Media: Transcribe any information written on the disk Type of Media: Include any technical or brand information on the disk, i.e. 3.5" floppy disk, double sided, double density, 3M brand
Original Location
Collection: Series: Include subseries as well, if applicable Box:
Folder: Include folder number and folder title
Transfer Information Digital Media Identifier: RBRL.Collection Number.Media Code.Sequential Number
Reason: Transferred to Digital Curation Archivist for accessioning and preservation Date: Year Month Day By: If not permanent full time staff, including your title after your name, i.e. Jane Smith (student assistant)
Digital Archives Processing Manual - Richard B. Russell Library Page 18 Template: Digital Archives Processing Plan
Collection Title (RBRL/number) Digital Records Processing Plan Processed by Adriane Hanson, year month with assistance from STAFF NAME who processed the papers
Processing follows the Digital Archives Processing Manual (2013). All processing was done to the access copies only.
Accessions total file size, total number of files
• List of accession numbers
Arrangement
DEFAULT TEXT: All of the files could be added to series established for the paper records. Files were arranged at the highest folder level. Files that were not in a folder were organized into folders by the archivist, and the titles for these folders are noted with [square brackets]. In most cases, everything from a disk were moved together. In a few cases, the disks had miscellaneous content and were divided into multiple subseries..
DEFAULT TEXT: Files were added to the following series and subseries, and are listed in the finding aid at the end of the inventory for each series or subseries. For further details, consult the spreadsheet "Creator Last Name_year_Digital_Records_Processing_Inventory" in the collection folder on the G: Drive.
Series Subseries
Appraisal
DEFAULT TEXT: When no files from a disk were retained, the files were deleted from both the Preservation Storage and Access Copies Storage on the G: Drive. When only a portion of the files from a disk were retained, the files were deleted from the access copies only; they are still present in the preservation copies. Details are recorded in the spreadsheet "Creator Last Name_year_Digital_Records_Processing" in the collection folder on the G: Drive.
Description of material (approximate size, if known) Reason for appraisal, sampling method if applicable
Digital Archives Processing Manual - Richard B. Russell Library Page 19 General Processing Notes
DEFAULT TEXT: Access copies were moved using TeraCopy into folders named with the series and subseries titles. No errors were detected.
DEFAULT TEXT: Deleted empty folders.
DEFAULT TEXT: Removal sheets were created for digital media that have related paper files. A hard copy of the removal sheet is in the folder with the papers. An electronic copy of the removal sheet is saved with the digital files.
DEFAULT TEXT: Dates are the year of the last modified date.
General Technical Notes
DEFAULT TEXT: If files did not have a file extension, I tried to determine the proper file type. If able to, saved the file as the right kind and deleted the one without the file extension.
DEFAULT TEXT: The main file types we are not able to open currently are:
DEFAULT TEXT: Have not transformed any files to access copy formats while develop policy on how to best preserve metadata during the copying process. // Unless indicated in the Series Processing Notes, all files remain in their original format.
Restrictions
DEFAULT TEXT: Reviewed files for [explanation, i.e. academy nominations, case mail and personnel files], which were deleted, and [explain anything that is restricted instead of removed], which were retained but closed. Review was a combination of searching file titles for keywords and scanning folders that were more likely to contain restricted information.
Series Processing Notes
Series
Subseries Description:
• Notes about processing • DEFAULT TEXT: One level of folders in the finding aid • DEFAULT TEXT: Item level spreadsheet for [name folders]; no spreadsheets for the rest
Digital Archives Processing Manual - Richard B. Russell Library Page 20 Template: Digital Inventory Mail Merge
«Description» «Restrictions»
Digital Archives Processing Manual - Richard B. Russell Library Page 21