Workshop 1 revised

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 Workflow – Textual Files

Pre- Delivery &
Accessioning Processing
Accessioning Access

Physical control Restricted files
Users view collections (remote or in-
Survey collection
person)

Extract technical metadata
Quarantine & run virus check

Users register & agree to terms of
Analyze feasibility
Assign descriptive metadata use
Create disk image

Assign rights metadata

Enhanced curation Generate summaries Users browse and search materials

Create display derivative

Photograph media & labels
Create finding aids
Legal agreement Users tag & annotate items

Create/update accession record
Create catalog record

Prepare for accessioning Users submit requests
Transfer data to secured storage Transfer files with metadata and
display derivative to delivery platform

Pre-Accessioning
Tools /
Activities Deliverables
Person
Survey collection AIMS Digital Material Survey Survey results

Analyze feasibility Digital Archivist Resources defined

High resolution photos of
Enhanced curation GigaPan Robot + Canon EOS T1i
workspace

Legal agreement template
Legal agreement Legal agreement / attachments
(MSWord)

Transfer method / time
Prepare for accessioning Digital archivist
determined

Accessioning
Tools /
Persons
Control of media, files held
“Physical” control Manual / SecureFX™ / Others
locally

Quarantine & run virus check Sophos™ Virus free files

Create disk image FTK™ Imager Disk image, audit log, image log

Generate summaries AccessData FTK Summary report

Photographs of labels and
Photograph media & labels Canon EOS T1i with copy stand
media

Create/update accession record Archivists’ Toolkit (AT) AT accession record

Transfer data to secured
SecureFX™ Files on secure network
storage

Processing
Tools /
Persons
Restricted files AccessData FTK™ Files flagged & restricted from view

Extract technical metadata AccessData FTK™ Various [see below]

Assign descriptive metadata AccessData FTK™ Descriptive data added via ‘labels’

Assign rights metadata AccessData FTK™ Access data added via ‘labels’

Create display derivative Transit Solution™ HTML version of original files

Create finding aid Archivists’ Toolkit EAD

Catalog Record links to born-digital
Create catalog record SirsiDynix
files

Transfer files to delivery platform [many steps] Files, etc. deposited in repositories

Delivery & Access
Tools /
Persons
Users view collections Web or stand-alone Hypatia or Reading
(remote or in-person) delivery Room computer

Users register & agree to Web registration & Signed electronic
terms of use agreement form agreement

Users browse and search Search results: metadata
Hypatia, EAD
materials and digital objects

Users tag & annotate Digital objects tagged -
Hypatia
items associated with user IDs

Requests routed by
User submit requests Email link
repository

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
• 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=e
f4e83ae48de5735a93e767a17688978

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

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=c042fd03ab30a110VgnVCM1
000002118140aRCRD

• Re-House
– Follow the same box no. naming convention as other
materials (paper, av, etc.).

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

Workshop 1 revised

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