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If you know the exact creator client and version for your content but these are not listed, please contact Library Technology Services. If you do not know the exact creator client version, select the “version unknown” option for that client.

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Step A: Extract the email data files

Email to be archived may come to you (the curator) on a disk or drive, or you may need to copy it from the donor's computer. Either way, it helps to know what email data files to look for and where these are stored on the file system. This section provides tips on how to locate email on the donor's computer and what files to extract for archiving.

For most email clients, you navigate to the top of the email data folder and copy all files and folders nested beneath. In some cases the case of Outlook for Mac, you or the donor will need to export messages from within the email client to get data in a format that can be imported to EAS. 

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1. In a convenient and secure location on your local file system, create a staging folder. Folder name can contain letters, numbers, underscores and/or hyphens. Avoid spaces, diacritics, and other special characters. 

2. It is possible to submit multiple packets to EAS at one time. Each packet must have a separate staging folder with a unique name.

3. EAS will use the staging folder's name as default packet name. You can override the default packet name by changing metadata on the EASi Submit Packet screen (in Step D).

Step

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Email to be archived may come to you (the curator) on a disk or drive, or you may need to copy it from the donor's computer. However the transfer takes place, be sure to follow local procedures for securing sensitive data.

This section describes how to locate email on the donor's computer and what files to extract for archiving. For most email clients, you navigate to the email data directory and copy the email data files. In some cases you or the donor will need to export messages from within the email client to get data in a format that can be imported to EAS. 

1. Acquire email content from the donor. How this is done varies by mail client (e.g. Outlook, Thunderbird, Mac Mail, etc.). For guidance, consult these client-specific instructions for extracting email.
   • Eudora
   • Mac Mail
   • Outlook
   • Outlook for Mac
   • Thunderbird 
2. Copy email file(s) to the staging folder created in Step A. 

Step C. Upload packet to dropbox

1. Upload packet(s) to your dropbox. Then, submit the packet(s) in EASi.

How to submit email:

Eudora: http://hul.harvard.edu/ois/systems/eas/eas-submission-eudora.pdf
MacMail: http://hul.harvard.edu/ois/systems/eas/eas-submission-macmail.pdf
Outlook: http://hul.harvard.edu/ois/systems/eas/eas-submission-outlook.pdf
Thunderbird: http://hul.harvard.edu/ois/systems/eas/eas-submission-thunderbird.pdf

You can go to Packets > Import Queue to check the status of your packet.

      2)  Once import is complete, in EAS spot check content in your packet(s) to verify that conversion was successful.

Go to Packets > Packet Summary to view counts of messages, attachments and packet size. Similar counts are available under the Accounts and Collections menu choices.

Use Search/Filter and also custom column choices in the results list to verify that metadata submitted with the packet was assigned correctly.

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C. Upload packet to dropbox

The next step is to upload your staging directory and its contents to an EAS dropbox.  

What you'll need:

• An EAS dropbox. Each participating repository is assigned its own secure FTP dropbox. 
  • And, a secure FTP client to access the dropbox. See the DRS Documentation Center for compatible SFTP clients. 
• A VPN (virtual private network) account in the secure DRS tunnel. Using VPN to access EAS services is required at all times, even from an on-campus wired computer. 
  • And, a Cisco AnyConnect VPN client to access the SDRS tunnel. If you need the client, go to HUIT's VPN client download & installation page. 
• To request an EAS dropbox and/or an SDRS VPN account, contact Library Technology Services. 

Here is the packet upload procedure:

1. Open your VPN client and log into your VPN account. The login name should be your HarvardKey login name and tunnel (e.g., john_harvard@harvard.edu#vpn_tunnel_name) and your HarvardKey password. 
2. Point your secure FTP client to the dropbox address: easdrop-secure.library.harvard.edu (production) or easdrop-secure-qa.hul.harvard.edu (test).  Use port 22 for secure FTP (in case your client does not set this automatically).
3. Enter your dropbox login name and password.
4. Locate the dropbox INCOMING folder.  On your local file system, locate the staging folder.
5. Copy the staging folder to the INCOMING folder.
6. Close the secure FTP connection.  This step is IMPORTANT!  The EAS loader will not process your packet if your sFTP client is connected to the dropbox.

When the upload is complete and your secure FTP connection is closed, proceed to the packet submission step.

Step D. Submit packet to EAS

Once your email packet is in the dropbox and secure FTP connection to the dropbox is closed, connect to EASi and submit the packet.

Tip:  The EAS loader runs about every 15 minutes (at  :15, :30, :45 and :59 minutes past the hour).  Your packet needs to be in the dropbox and submitted to EASi to be picked up by the loader.

1. Make sure your VPN client is turned on. Connect to EASi:

    https://easi-qa.lib.harvard.edu:9035/easi/

1. Select the "Packets" option on the EASi main menu. The Submit Packet page will display.
2. Select a packet to process. At top left, select your packet on the Select Packet list. 

A listing of packet contents will display under Packet Inventory on the right.

1. Assign metadata to content in the packet. Enter values into the metadata panel on the left.  These fields are required: packet name, depositor email, creator client, DRS access flag, and billing code; the rest are optional.

• Packet name: This is the name of the packet. By default, the staging directory name is used here, but you can replace this with a name of your choice.  This packet name will be associated with every message and attachment in the packet.
• Depositor email: The address to which the load report will be sent.  By default, the "manager email" value from your EASi account will be used here, but you can substitute another address if needed.
• Creator client: The email software used to create content in the packet.  Options are:

                                                    i.     If you don’t know the version of Outlook associated with the content, select "Outlook for Windows/version unknown".

                                                   ii.     If you know the version of Outlook and that version is listed, select it.

                                                  iii.     If your version is not listed, ask LTS to add your Outlook version to the Creator Client list before submitting the packet. For preservation purposes, knowing the precise creator client version is valuable -- only use “Outlook for Windows/version unknown” if you truly do not know the version.

• DRS access flag: The DRS access flag controls access to messages and attachments once these are stored in the DRS. Values include P (public), R (restricted to Harvard users), and N (not accessible). Items ingested by EASi are assigned "N" by default, unless the curator specifies a different value for the import packet.
• Billing code: DRS billing code associated with a message or attachment.

1. Submit the packet.  Click the Submit button to start the process.  Click "OK" on the pop-up window that displays to confirm the submission.

Depending on size of the packet and the number of packets in the queue, processing time may be several minutes to several hours.  When processing is complete, EAS will email a load report to the address specified in the "Depositor email" field in packet metadata. Once you get the load report, items in your packet should be available in EASi.

The load report email will report the date/time of import, the packet name you supplied, a packet ID number assigned by EAS, and a count of the messages, attachments, inline files, orphaned and missing attachments.  "Inline files" are usually image files embedded in messages.

About the loader process

The EASi loader process will check for submitted packets every 15 minutes (at :59, :15, :30 and :45 minutes past the hour). Depending on size of the packet, processing may take several minutes to several hours. See Packet Import Queue and Packet Summary sections for more information. When processing is complete, the EASi loader will email a load report to the address specified in the "Depositor email" field in packet metadata. Once you get the load report, items in your packet should be available in EASi.

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