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Do 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 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. 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.
Finding aid example: Barbara Ehrenreich: http://nrs.harvard.edu/urn-3:RAD.SCHL:sch01203
WEB SITES
In 2009 (after the completion of the pilot project to collect women’s blogs) we began collecting web sites created by individuals and organizations whose papers/records are at the library. The processor will consult with the Digital Librarian/Archivist about harvesting any web sites associated with your person/organization, and will provide file unit descriptions for the web sites in the finding aid. From time of first harvest, we must wait three months, per the Office of General Counsel, to make the harvested content publicly available through the WAX public interface.
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- If a web site is already being captured, the processor will add the following to the finding aid (see Sonia Fuentes for example: http://nrs.harvard.edu/urn-3:RAD.SCHL:sch01256):
- In the quantity, include: “electronic records”
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- In the added entries include "Electronic records" AND "Web sites"
- The collection, series, and subseries dates should exclude the website date(s), which should only appear in the item description (e.g., E.1. Web site, 2010-ongoing).
Finding aid example: Sonia Fuentes papers: http://nrs.harvard.edu/urn-3:RAD.SCHL:sch01256
BIBLIOGRAPHIC RECORDS
The processor will create or update the main part of the bib record, and Anne will take care of creating a NET holdings record (using the macro ctrl H which will give choices as to the kind of NET holding to describe). She will also update the SL Sites group record where appropriate (which describes the collection of web sites of “our” people/organizations as a whole).
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- In the added entries include "Electronic records"
Finding aid example: Alice Rossi papers http://nrs.harvard.edu/urn-3:RAD.SCHL:sch01322