Disks and drives may contain audiovisual/photographic or data files. Data files are managed by Amy Benson, Digital Librarian/ Archivist Jen Weintraub; audiovisual/photographic files are managed by Joanne Donovan, Audiovisual/Photograph Archivist. For information on digital photo files, see HERE.
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Ideally, electronic data carriers are identified by Anne at the time of accessioning. Once identified, data carriers are noted in the accession record and are transferred to the Digital Librarian/ Archivist who assigns a Data-# (similar to T- and Vt-#s) and creates a “Creator” Record in AV/DC Tracker as well as item records as necessary. In most cases, there will already be a Creator Record in AV/DC Tracker (and often Item Records, too) when it comes time to process the collection. Location of the physical carriers is noted in AV/DC Tracker.
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Currently (as of October 2013), processors (and the Digital Librarian/Archivist ) will continue to focus their efforts on providing as much information about electronic data files as possible from the exterior of the carriers and the context of where they were located within the collection. Attempts at Procedures and policies for reading and processing electronic files are currently on hold while the Born Digital Team evaluates tools and designs a workflow. Harvard’s new version of the DRS, which will accept more kinds of electronic data files, should be available for use in Fall 2103(FY15) being tested by the Born Digital team.
Entering Data carriers in AV/DC Tracker
If you come across new carriers in your survey or during processing, you will need to enter information about them into AV/DC Tracker yourself. Please follow the data entry procedures outlined in the separate document Entering data into AV/DC Tracker and feel free to ask your team leader for help should you have any questions. Once you have entered information about the carriers, please identify each with its “Data#_carrier number” [write the number gently on the carrier using a permanent felt tipped marker - Sharpie is OK]. Then place carrier(s) in appropriately-sized (e.g., accordion folder, half file box, etc.) housing labeled with MC#, collection name, data number, # of items, and format (on a secure label) and transfer to Amy Benson Jen Weintraub (let her know they have been entered into AV/DC tracker).
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