Digital Media Extraction Procedures

Digital Media Ingest 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)

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)
Computer Media separation sheet is place in the source container specifying the amount of computer media found and assigned box name(s)
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
Texas Digital Archive staff (TDA) are notified of separated media

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

Computer Media is separated and assigned to the Electronic Computer Media Appraisal Box
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
Computer Media separator cards 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 TDA of computer media needing electronic records extraction and hands off media. TDA staff will do the following:
1. Run a virus scan on the source computer media
  - If successfully passed, proceed to next step
  - If fails, TDA will consult with internal IT about path forward until resolution. Then proceed to the next step
2. Create a directory structure on the forensic machine (FRED) according to the naming conventions being used for the materials. See below or folder illustration as examples
  - This will typically be accession number (FY_xxx) => applicable substructure (such as agency abbreviated name or county if dealing with a mass of records from multiple counties) => containing folder for all of disc work and content. For example: 2025_001-TSLAC
  - 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 TDA. For example: [accession #]/Disk 1, Disk 2, etc.
3. 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 TDA
  - Otherwise, an exact duplicate will be created
4. 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” Note: checksum file is not a record and is generated for fixity purposes only and should not be included in the file count.

TDA pre-processing (workflow illustration 10.12 applies)

TDA 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. Note: This photograph is not a record and is generated for reference purposes, the archivist can dispose of it upon completion of processing.
TDA 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, TDA will proceed to last step of this process.
- If preservation needs exist, TDA 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. Note: Preservation notes are not part of the records and should be disposed of by the archivist upon completion of processing.
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
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, TDA 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 using methods that preserve as much of the original metadata as possible.
- TDA 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)

Assigned archivist processing (workflow illustration 10.13 and 10.9 applies)

Using standard means in the processing area the assigned archivist will appraise the content (electronic records) for archival value
- If not archival
  - Assigned Archivist will notify TDA to delete records from processing area
  - TDA will delete the processing and secondary copies of the electronic records
  - TDA will make note of decision on computer media separation card and dispose of carrier computer media
- If archival, proceed
- Assigned Archivist will arrange and describe electronic records in the processing area 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
  - 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.
  - The arrangement in the processing area must match the arrangement in the finding aid
- Once a finding aid or other description has finished the cataloging process and the electronic records are in their known final structure, the assigned archivist will notify TDA that files are ready to be moved into the preservation repository and which source computer media this applies to
- TDA will ingest the electronic records into the preservation repository and take whatever actions are necessary based on the specifics requirements of the digital objects.
  - TDA will note ingest on the computer media separation card
- TDA 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