When there are born digital photographs or digital A/V material in a collection, be aware that their treatment needs to be in consult with Joanne Donovan, the Audiovisual/Photograph Archivist. Normally these data are transferred off of their original carrier(s) and stored on the library’s server or in the DRS (as opaque objects) until processing. It may be that the digital photos and A/V in a collection have been recognized as such and already in Joanne's possession. It may also be possible that they are stored with other born digital material in files managed by Jen Weintraub. Consult with Joanne, Jen, and your team lead about how best to process, describe, and provide access to these files.
PHOTOGRAPHS
During processing, born digital photographs will be appraised in the same way non-digital photographs are appraised. The images will eventually be cataloged in VIA, so processors should include the usual statement regarding cataloging photographs in scope and content note.
If files are earmarked for deposit in the DRS, the following descriptions must be added to the finding aid:
- In the quantity, include: “electronic records”
Finding aid description:
As with all born digital material, add another extent line for electronic files
EXAMPLE: 36.25 linear ft. (86 file boxes, 1 card file box) plus electronic records
- In file unit descriptions, use “E” as the container followed by a file unit number
EXAMPLE: E.1. Photographs of family, [dates]. [hot link added by Paula]
- In the added entries include "Electronic records"
Finding aid example of folder description: Alice Rossi papers
DIGITAL AUDIO AND VIDEO FILES