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When starting a new collection, the processor should search AV/DC Tracker and WAX Tracker to identify all known born digital material. A physical survey of the collection may turn up carriers that have not been logged into AV/DC tracker; additional carriers may also be discovered when more detailed processing is underway.
When If carriers are found that while processing a collection hat have not already been identified and logged, processors archivists should be in touch with digital archivist Jen Weintraub to determine how they should be logged and if they can be imaged and read in-house.Procedures and policies for reading and processing electronic files are currently (FY15) being tested by the Born Digital team..
Entering Data carriers in AV/DC Tracker
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Should you find any electronic data carriers within a folder or anywhere else in your collection, please remove it, after completing a Digital Media Item Removal Sheet, which will document that the carrier was removed from that particular folder.
A sample Digital Media Item Removal Sheet can be found on G: in the following location:
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AND is also attached to this page as a printable PDF
Describing Legacy Description of Electronic Data in the finding aidDo your best to determine (and identify in AV/DC Tracker) what series/subseries the electronic data belongs to. This will greatly aid in the eventual processing of the electronic records, which may not be done by you. The following phrase must be included aids
Beginning in 2008 
, archivists made note in finding aids if the collection contained electronic records. We included the following phrase in the scope and content note in the finding aid, : "Additional material received as electronic files will be reformatted at some future date [for inclusion in this collection/series]." See Barbara Ehrenreich Papers as an example. If you have determined that some of the carriers are in specific series, please add this language to the series description of each series that includes electronic data.Include the phrase “electronic records” in the extent of the finding aid if your collection includes either websites or disks/carriers, but do not include the Data # anywhere – it is only for internal tracking purposes.
Beginning in FY16, we are revisiting those finding aids and processing the electronic files if they have been able to be disk imaged. If you are engaged in this sort of project, you can follow the instructions on appraisal and description of electronic files. You should also take a look at the section on adding addenda to finding aids, and ensure that you add new collection dates, extent, date processed, description, etc. (if necessary) to the finding aid and the bib record when adding the electronic files. You'll also want to remove the legacy description noted above, which may be in a general scope note or in a specific series scope note, or both.