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N-drive structure

TDA N-drive structure

  • E-Records_Appraisal
    • Incoming_appraisalAnything that has not yet been accessioned goes here (Archival transfers, donations, etc.). Temporary storage.
      • Initial appraisal decision is made here. If appraised as archival the records move to E-records Processing folder as soon as an accession number is assigned.
        • If e-records are received on media – complete the separator card and give that media ERS staff for virus scan and extraction – Archivist supplies the control number, ERS staff will place in the folder
        • If the records are received by the archivist without media (email or download) then records can be placed in folder by archivist or the archivist can contact ERS staff for assistance. VIRUS SCAN FIRST
          • Virus Scan procedure: Do not open the attached files.  Save the files to a folder on your computer.  Right click the folder and select “Scan for viruses.”  Open the file after you have run the virus scan.  If something is found – STOP and contact ITS immediately before doing anything else.
        • Items will be foldered by Creating entity/Donor name with the following naming convention: YYYYMMDD_ID#.
          • Naming convention for the agency folder name should be the abbreviation (example: TSLAC) – Follow the list of state agencies from the Comptroller of Public Accounts:  https://fmx.cpa.texas.gov/fm/contacts/agynum/index.php
            • For agencies that don’t have an official acronym the name will be 1 or 2 words from the agency name (example: Texas Mutual Insurance Company – “Mutual_Insurance”
          • Naming convention for legislators is: Rep/Sen[First name][Last name]  (example:  SenCarlosUresti)
          • Date is date of receipt or date placed in the folder
          • ID# is whatever number is being used by the archivist involved: TX number, Agency ID, Records series number, etc.
          • The name will be changed to Accession number once one it is assigned.
        • If records are deemed non-archival appraising archivist can delete.
      • Backlog appraisal – Extracted or media found in records already accessioned. Once appraised it gets moved in to E-records processing.
        • Items will be foldered by Creating entity/Donor with the naming convention of Accession # (YYYY_### – Can’t use the /) , for example 2019_1995080 (as per our Accessions>External Documents folder naming convention)

 

  • E-records_Processing – Everything eventually goes here – once it has been accessioned and appraised as archival. Sandbox for archivists to arrange and organize. Some continuing appraisal decisions will be made here as records are weeded during processing.
    • Naming convention for the agency folder name should be the abbreviation (example: TSLAC) – Follow the list of state agencies from the Comptroller of Public Accounts:  https://fmx.cpa.texas.gov/fm/contacts/agynum/index.php
      • For agencies that don’t have an official acronym the name will be 1 or 2 words from the agency name (example: Texas Mutual Insurance Company – “Mutual_Insurance”
    • Naming convention for legislators is: Rep/Sen[First name][Last name]  (example:  SenCarlosUresti)
    • Items will be foldered by Agency/Donor with the naming convention of Accession # (YYYY_####-### – Can’t use the /)
    • Folders can be further tagged/labeled by the archivist responsible as (this distinction can be made by the individual archivists based on their current workload):
      • “Active” – processing of current transfers
      • “Backlog” – Longer term projects.
      • Example: YYYY_####-###_active
    • Once processing is complete, processing archivist will change the “tag” to “Final” and notify ERS staff for upload to TDA. ERS staff will upload files then move the records to the E-Archives folder. Example:  YYYY_####-###_final
  • E-Archives – final resting place after processing and upload to Preservica. ERS staff will move the files from the E-Records_Processing folder and match the files with Preservica.
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Texas State Library and Archives Commission | 1201 Brazos St., Austin TX 78701 | 512-463-5455 | ref@tsl.texas.gov | P.O. Box 12927, Austin TX 78711-2927