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Digital Media Extraction Procedures

Digital Media Extraction Procedures

This workflow, general policy/procedure applies to computer media that has been received as part of an incoming accession OR which has been found in a collection by a processing archivist.

PLEASE NOTE: This does not include audio-visual (A/V) materials unless said formats are data on a computer disk. Audio CDs are not considered computer media. Please consult with the Digital Asset Coordinator (DAC) and their workflows regarding how best to handle A/V materials. If there is a gray area regarding which set of rules apply, please discuss with either the electronic records specialists or DAC for guidance.

Basic Digital Media Separation Procedures (workflow illustration 10.10a applies)

  1. Computer Media is separated from source box and assigned a electronic computer media box(es) based on currently available space and computer media type (example: 3.5 inch floppy box 1)
  2. Computer Media separation sheet is place in the source container specifying the amount of computer media found and assigned box name(s)
  3. Computer Media separator cards are created on a per-item basis for each computer media item to track processes applied to the computer media/electronic records
  4. Electronic Records Specialists (ERS) are notified of separated media

Digital Media needing appraisal separation procedures (workflow illustration 10.10c applies)

  1. Computer Media is separated and assigned to the Electronic Computer Media Appraisal Box
  2. Computer Media separation sheet is place in the source container specifying the amount of computer media found and assigned box name:  Electronic Computer Media Appraisal Box
  3. Computer Media do not need to be created at this time.  Separator cards will be created on a per-item basis for each computer media item if the records are deemed to be archival and extraction is needed.

Digital Media extraction procedures (workflow illustration 10.11 applies)

  • Assigned archivist notifies ERS of computer media needing electronic records extraction
    • Using digital forensics tools (see Appendix A for specific tools and processes applicable to the steps outlined here), ERS will:
      • Run a virus scan on the source computer media
        • If successfully passed, proceed to next step
        • If fails, ERS will consult with internal IT about path forward until resolution. Then proceed to the next step
      • Create a directory structure on the forensic machine according to the naming conventions being used for the materials. See below or folder illustration as examples
        • This will typically be accession number => applicable substructure (such as county if dealing with a mass of records from multiple counties) => containing folder for all of disc work and content.
        • For computer media with files not contained in folders, an additional containing folder named after the embedded computer media name (optical computer media) or computer media type (others) will be made to differentiate between the electronic records and work-added by ERS.
      • Make an exact duplicate copy (dupe) of the source computer media which preserves as much as possible the metadata embedded in the original files. Note that…
        • If the computer media contains files that need to be together to preserve some kind of functionality, a disk image may be used for extracted content. Disk imaging is at the discretion of the ERS
        • If 2.2.3.1 does not apply, an exact duplicate will be created
      • Create a checksum from the source computer media, and validate it against the dupe to verify integrity. This checksum file will be kept in the same folder as the extracted dupe for future verification. The filename will be checksum.exf

3: ERS pre-processing (workflow illustration 10.12 applies)

  • ERS will take a photograph (digital) of the source computer media and put it in the directory containing the duplicate copy of the electronic records for reference and any informational content of the computer media object.
  • ERS will inspect contents of computer media duplicate or original to determine any preservation needs affecting assigned archivist ability to access the records
    • If no needs exist, ERS will proceed to 3.5.
    • If preservation needs exist, ERS will continue through this section
  • If preservation migration/transformation action is needed and action is possible…
    • Place original dupe content in a p1 subdirectory
    • Migrate/transform a copy of the files needing action
    • Place a copy of the dupe content in a p2 subdirectory, substituting the migrated/transformed versions for the originals
    • Place a note describing the actions taken in directory containing the dupe content. The note will be in a plain text file named preservation_notes.txt.
  • If preservation migration/transformation action is needed and action is NOT possible
    • Place a note describing the preservation problem in the directory containing the dupe content. The note will be in a plain text file named preservation_notes.txt
  • If a preservation need exists or some details about the file formats is relevant to working with the dupe content, but no action is possible or warranted, ERS will:
    • Place a note describing these quirks and potential ways to approach them in the directory containing the dupe content. The note will be in a plain text file named preservation_notes.txt
  • Transfer the dupe content to the electronic records processing area (E_Archives) using methods that preserve as much of the original metadata as possible.
    • ERS will validate the transfer using the checksum.exf file created from the source computer media
    • Note on computer media separation card that extraction is now complete and put source computer media and separation card together in computer media box(es)
    • Notify assigned archivist that extraction and pre-processing is complete.
    • Maintain a copy of the dupe content in its original structure in a separate location (secondary copy)

4: Assigned archivist processing (workflow illustration 10.13 and 10.9 applies)

  • Using standard means in the E_Archives processing area the assigned archivist will appraise the dupe content (electronic records) for archival value
    • If archival, proceed to 4.2
    • If not archival
      • Assigned Archivist will delete electronic records from E_Archives
      • Notify ERS of status change
      • ERS will delete the secondary copy
      • ERS will make note of decision on computer media separation card and dispose of carrier computer media
    • Assigned Archivist will arrange and describe electronic records on E_Archives as necessary.
      • This may or may not include retention of the photograph of the source computer media
      • This may or may not include re-arrangement or mixing together the electronic records from several source computer media
        • If re-arrangement is necessary, the assigned archivist should NOT keep the ERS-create notes and checksums as these are for work-use only.
      • This may or may not include renaming of directories. It is highly recommended that the assigned archivist retain the directory names as-found on the source computer media, but this is not required.
    • Once a finding aid or other description is complete and the electronic records are in their known final structure, the assigned archivist will notify ERS that files are ready to be moved into the preservation repository and which source computer media this applies to
    • ERS will ingest the electronic records into the preservation repository and take whatever actions are necessary based on the specifics requirements of the digital objects.
      • ERS will note ingest on the computer media separation card
    • ERS will disposition the source computer media using these rules:
      • If source computer media is optical, the computer media will be kept. Retention of computer media will be reviewed on an annual basis.
      • If source computer media is a Solid State Drive (Flash or thumb drive) the computer media will be wiped for later reuse and kept.
      • If the source computer media is on magnetic “floppy disk”, the computer media may be destroyed. In cases of destruction, the computer media separation card will be kept as an audit-trail of the actions taken.
      • If only part of the electronic records extracted from the source computer media will be kept, the computer media will be destroyed.

Folder illustration

Directories are highlighted in green, files are not highlighted

Template Example: Foldered on source computer media
Accession_number (with suffix stuff) 2017138_AD_THCPP
Organizational subdirectories callahan_county
Source computer media folders Project_completion_rpt
checksum.exf Progression photos
preservation_notes.txt Checksum.exf
discPhoto.jpg Dsc00123.jpg
Preservation_notes.txt
014.26.2017_KBL
03.02.2017
05.26.2016_KBL

 

Template Example: NOT foldered on source computer media
Accession_number (with suffix stuff) 2017138_AD_THCPP
Organizational subdirectories Callahan_county
Computer Media name Project_completion_rpt
File1 Record_drawings
File2 Checksum.exf
File3 DSC00122.jpg
Checksum.exf Preservation_notes.txt
Preservation_notes.txt CD
discPhoto.jpg Compiled specification.pdf
Electrical charge.pdf
Combined documents.doc

 

 

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