Workshops on

Born-Digital Materials Workflow

Peter Chan, Digital Archivist Oct. 6, 2011

Workshops Agenda • Oct. 6: Overview of Born-digital Workflow, Pre-accessioning (Digital

Material Survey), Accessioning (Media count, rehouse, label, media photograph)

• Oct. 20: Accessioning (disk imaging using FTK Imager, create FTK case, collection summary, AT accession record), Processing using FTK(technical appraisal, search terms/patterns for sensitive materials)

• Oct 27: Processing (labeling, bookmarking, report, processing notes for finding aid)

• Nov 3: Delivery (Hypatia); Processing Images; Processing Emails

Week 1

• Confluence – Born Digital Archives • Born-digital Workflow • Born-digital Material Survey • High Resolution Photos • Preliminary accessioning

– Media count – Media photo

Confluence

• https://consul.stanford.edu/display/bda/Home • Centralized place to put documents, presentations,

notes, tips, etc. • Now

– Presentations – Workflow – Forensic Lab equipment – Manuals – Miscellaneous

Born Digital Archives

Pre-Accessioning

Survey collection

Analyze feasibility

Enhanced curation

Legal agreement

Prepare for accessioning

Accessioning

Physical control

Quarantine & run virus check

Create disk image

Generate summaries

Photograph media & labels

Create/update accession record

Transfer data to secured storage

Processing

Restricted files

Extract technical metadata

Assign descriptive metadata

Assign rights metadata

Create display derivative

Create finding aids

Create catalog record

Transfer files with metadata and display derivative to delivery platform

Delivery & Access

Users view collections (remote or in-person)

Users register & agree to terms of use

Users browse and search materials

Users tag & annotate items

Users submit requests

Born-Digital Workflow – Textual Files

Activities

Survey collection

Analyze feasibility

Enhanced curation

Legal agreement

Prepare for accessioning

Tools / Person

AIMS Digital Material Survey

Digital Archivist

GigaPan Robot + Canon EOS T1i

Legal agreement template (MSWord)

Digital archivist

Deliverables

Survey results

Resources defined

High resolution photos of workspace

Legal agreement / attachments

Transfer method / time determined

Pre-Accessioning

Activities

“Physical” control

Quarantine & run virus check

Create disk image

Generate summaries

Photograph media & labels

Create/update accession record

Transfer data to secured storage

Tools / Persons

Manual / SecureFX™ / Others

Sophos™

FTK™ Imager

AccessData FTK

Canon EOS T1i with copy stand

Archivists’ Toolkit (AT)

SecureFX™

Deliverables

Control of media, files held locally

Virus free files

Disk image, audit log, image log

Summary report

Photographs of labels and media

AT accession record

Files on secure network

Accessioning

Activities

Restricted files

Extract technical metadata

Assign descriptive metadata

Assign rights metadata

Create display derivative

Create finding aid

Create catalog record

Transfer files to delivery platform

Tools / Persons

AccessData FTK™

AccessData FTK™

AccessData FTK™

AccessData FTK™

Transit Solution™

Archivists’ Toolkit

SirsiDynix

[many steps]

Deliverables

Files flagged & restricted from view

Various [see below]

Descriptive data added via ‘labels’

Access data added via ‘labels’

HTML version of original files

EAD

Catalog Record links to born-digital files

Files, etc. deposited in repositories

Processing

Activities

Users view collections (remote or in-person)

Users register & agree to terms of use

Users browse and search materials

Users tag & annotate items

User submit requests

Tools / Persons

Web or stand-alone delivery

Web registration & agreement form

Hypatia, EAD

Hypatia

Email link

Deliverables

Hypatia or Reading Room computer

Signed electronic agreement

Search results: metadata and digital objects

Digital objects tagged - associated with user IDs

Requests routed by repository

Delivery & Access

Digital Material Survey

• https://docs.google.com/document/d/1mTdgo2-6wOPzodyGZOhsatkQzq-YQOdjfrvDWYHI-OQ/edit?hl=en_US&pli=1

• Part I: This part of the survey is designed to be a prompt sheet for phone / face-to-face interview with donors by curators / digital archivists.

• Part II: This part of the survey is designed to be filled out by digital archivists regarding technical details of the tools used to create digital material.

High Resolution Photo

Gigapan Robot

High Resolution Photo

• Stanford Memorial Church high resolution photo taken in April 2009 (483 megapixels) http://peterchanphoto.com/?p=5

• Office of Henry Lowood, Curator for History of Science & Technology at Stanford taken in April 2011 (130 megapixels) http://gigapan.org/gigapans/73156/?auth_key=ef4e83ae48de5735a93e767a17688978

Feasibility Study

• Equipment (punch card reader, tape reader, etc.)

• Passwords • Outsource

– Recovery for 1 hard drive $2,500 – Reformat tape to CD/DVD: $150 per tape plus the

output media and shipping. $25 for a DVD.

AT Accession Record

• Media count • Computer count • Size in MB/TB, etc. • No. of files • Link to

– Image log spreadsheet – Collection summary from FTK

Media Count

• Media count by – 3, 3.5, 5.25, 8 inch. floppy diskettes – Zip disk – Open reel, cartridge tape – CD, DVD, Optical disk – External hard drive

• Computer – Desktop / Portable – Mac / PC / Others

8-inch, 5.25-inch, and 3.5-inch floppy

Smith Corona DataDisk 3-inch floppy

100MB Zip Disc for Iomega Zip

Open Reel Tape

Cartridge Tape

Punch Cards

Apple II

Commodore C64 SX-64

Kaypro 10 portable computer

Media Label /Rehouse

• Label – Use “Call No._CMxxx” as label name, 0.5 x 1.875 inch.

label – Template http://www.avery.com/avery/en_us/Templates-

%26-Software/Templates/Labels/Return-Address-Labels/Return-Address-Label-80-per-sheet_Microsoft-Word.htm?N=0&refchannel=c042fd03ab30a110VgnVCM1000002118140aRCRD

• Re-House – Follow the same box no. naming convention as other

materials (paper, av, etc.).

Media Sleeve

Rehouse Media

hollingermetaledge.com

hollingermetaledge.com

Canon EOS Utility

Live View Shooting

Filename

• Photographing media – Use ““Call No._CMxxx “ as filename – If more than 1 photo is taken, add _1 for first and

_2 for second photo, etc. (e.g. front, back, box, etc.)

– Use computer to control the camera if you have more than 20 media to photo; otherwise, just use stand alone camera.

– Store all photos in “Media Photo” folder

Preference

Media Photo

Media Photo

Media Photo

Media Photo