ProcessingMedia

Processing Digital Media in the archives

This workflow, general 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. This incorporates previous directions/policies regarding electronic records received.

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.

Computer media priorities for review and extraction

Extractions fall into 4 categories and will be prioritized in the following order. Any exceptions will be assigned by Archives Supervisor, ARIS:

1.a. Archival Transfer (no appraisal needed; all records assumed to be archival) – all electronic media

Archival media is accessioned by the receiving archivist and given accession number [link with accessioning workflow]
Media then given to Electronic Records Staff (ERS) for extraction within 2-3 days of receipt by ERS staff. (Following extraction procedures).
Extracted content will be placed in the N:\E_records_processing directory on the N:\ drive. Processing archivist will be notified of placement.

1.b. Archival Transfer – hybrid (paper/electronic) transfer

Once transfer is accessioned, digital media is separated using the following procedures:
1. Computer Media is assigned to an electronic computer media box(es) based on currently available space and computer media type
2. Computer Media separation sheet is placed 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
Electronic Records Staff (ERS) is notified of new media and extraction will occur in 2-3 days of receipt by ERS staff. (Following extraction procedures).
Extracted content will be placed in N:\E_records_processing directory on the N:\ drive. Processing archivist will be notified of placement.

2. Media found during appraisal

Assigned archivist will separate the discovered computer media from source containers using the following separation procedures:
1. Computer Media is 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
Assigned Archivist notifies ERS for extraction.
ERS staff extracts the media within 2-3 days of receipt:
1. Small Quantity (0-10 disks): ERS will extract contents and place in the N:\E_records_appraisal directory for review
2. Large Quantity (10 or more disks): A sampling of content will be done for the assigned archivist to make the necessary appraisal decision. ERS staff will consult with Assigned Archivist to determine sampling method. Full conversion will wait until the collection, if deemed to have archival value, is processed
ERS staff notifies Assigned Archivist of placement of files in the N:\E-records_appraisal directory
Assigned Archivist makes an initial (visual) review to determine if material is worth further investigation by extracting content
1. If so, Assigned Archivist notifies ERS staff to continue with extraction
  1. Media is given an accession number by the Assigned Archivist
  2. Computer Media separation sheet is updated by Assigned Archivist in the source container specifying the amount of computer media found and assigned computer media box name(s): (i.e. 3.5 inch floppy box)
  3. Computer Media Separator Cards are created by Assigned Archivist on a per-item basis for each computer media item to track processes applied to the computer media/electronic records
  4. (If sampling was done for appraisal) ERS staff completes extraction of remaining media
2. If not, Assigned Archivist notifies ERS staff to dispose of computer media.
  1. Assigned Archivist deletes files from N:\E-records_appraisal directory (or lets ERS staff know that files can be deleted from alternate processing area) and makes note of the disposition in the appraisal report.
  2. ERS will dispose of the physical media

3. Media found during processing – Processing is now prioritized by projected use value and/or preservation issues. Media for extraction will be prioritized by Archives Supervisor, ARIS.

Processing Archivist should separate media following separation procedures:
1. Computer Media is assigned to an electronic computer media box(es) based on currently available space and computer media type
2. Computer Media separation sheet is placed 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
Processing Archivist notifies ERS material needs extraction:
1. For large collections of disks (10 or more) the Processing Archivist will work with the ERS staff to select a sample of disks for extraction.
ERS staff notifies Processing Archivist of placement of files in the N:\E-records_processing directory
Processing Archivist makes an initial (visual) review to determine if material is worth further investigation by extracting content
1. If so, Processing Archivist notifies ERS staff to continue with extraction.
  1. If all the disks in large collection need to be digitized, the archivist will factor in 4-8 weeks in such cases before all the media is available electronically
2. If not, notifies ERS staff to dispose of computer media and make note on computer media separator card of actions taken.
  1. Processing Archivist deletes files from N:\E_records_processing directory (or lets ERS staff know to delete files from alternate processing area) and makes a note of the disposition in the appraisal report.

4. Media found in stacks (already part of an accession) – Media found in stacks during a survey of media or collections will be reviewed on a semi-annual basis, primarily to look for the oldest and most fragile optical or magnetic media.

Media should be separated following separation procedures:
1. Computer Media is assigned to an electronic computer media box(es) based on currently available space and computer media type
2. Computer Media separation sheet is placed 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
Notify ERS staff of separated media.
Before any work is done on these items, check with Archives Supervisor, ARIS for prioritization for these materials based on the projected use and other collection assessment criteria.

Digital Media Prioritization factors: (not real sure where these go just yet)

1. Age of the media

Older is more fragile, more at risk.
- Older media may contain duplicate material to paper.
Newer is easier read and likely more relevant
- Newer media may contain complements to the paper (like photos or video)

2. Ability to read the media – we need to know what we have, so we know what to get

This one is two-fold – ability to access the disk AND the ability to read the media on it
Could have a similar problem with modern media with highly specialized software requirements
Some media is probably already lost due to age or expense of extraction

3. Potential value of the series they are part of

Research data (for example) which could be valuable by itself as opposed to text documents that are simply duplicates of what we have in paper
Photos, video supporting other files

4. Appraisal status of the material – is it known to be archival versus needing review

Archival
Needs Appraisal
Already in stacks – needs processing

Currently (October, 2023) TDA has the necessary tools to extract files from the following media:

Magnetic media
- 5.25 inch floppy disks – Note: due to age and uncertainty of disk operating systems this is still limited.
- 3.5 inch floppy disks
- Zip disks/Jazz disks – Note: we have drives but to date have not gotten them to work.
Optical media
- CD’s/DVD’s
Solid State Drives (SSD) [Flash drives]
Hard drives
SD cards (like in a camera or handheld device) – we have a multi-card reader, but unclear if it works or not.