Disks and drives may contain audiovisual/photographic or data files. Data files are managed by Digital Archivist Jen Weintraub; audiovisual/photographic files are managed by Joanne Donovan, Audiovisual/Photograph Archivist. For information on digital photo files, see HERE.
Ideally, electronic data carriers are identified at the time of accessioning. Once identified, data carriers are noted in the accession record and are transferred to the Digital 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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If carriers are found while processing a collection hat that have not already been identified and logged, archivists should be in touch with digital archivist Jen Weintraub to determine how they should be logged.
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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 Jen Weintraub (let her know they have been entered into AV/DC tracker).
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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.
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