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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.
Step A: Extract 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.
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Step B: Create a staging folder
- 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.
The staging folder name will be the default packet name, but you can override this by changing metadata on the EASi Submit Packet screen (in Step D).
Copy the extracted email content (from Step A) into the staging directory.
It is possible to submit multiple packets to EAS at one time. Each packet must have a separate staging folder with a unique name.
Step C: Upload packet to dropbox
The next step is to upload your staging directory and its contents to an EAS dropbox.
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When 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.
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- Make sure your VPN client is turned on. Connect to EASi:
Production: https://easi.library.harvard.edu/easi
Test (qa): https://easi-qa.lib.harvard.edu:9035/easi - Select the "Packets" option on the EASi main menu. The Submit Packet page will display.
- 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.
- Assign metadata to content in the packet. Enter values into the metadata panel on the left. Required fields are: packet name, depositor email, creator client, DRS access flag, and billing code; the rest are optional.
- Packet name: 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: Address to which the load report will be sent. The "manager email" value from your EASi account is used by default, but you can substitute another address.
- Creator client: Email software used to create content in the packet. 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.
- DRS access flag: This flag controls access to messages and attachments once these are stored in the DRS. Flag value is set to N (not accessible).
- Billing code: DRS billing code that will be associated with message and attachments in the packet.
- Submit the packet. Click the Submit button to start the process. Click "OK" on the pop-up window that displays to confirm the submission.
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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