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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When starting a new collection, the processor should search AV/DC Tracker and WAX Tracker to identify all known born digital material. A physical survey of the collection may turn up carriers that have not been logged into AV/DC tracker; additional carriers may also be discovered when more detailed processing is underway.Currently (as of October 2013), processors will continue to focus their efforts on providing as much information about electronic data files as possible from the exterior of the carriers and the context of where they were located within the collection. Procedures and policies for reading and processing electronic files are currently (FY15) being tested by the Born Digital team.
If carriers are found while processing a collection 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.
Entering Data carriers in AV/DC Tracker
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).
Should you find any electronic data carriers within a folder or anywhere else in your collection, please remove it, after completing a Digital Media Item Removal Sheet, which will document that the carrier was removed from that particular folder.
A sample Digital Media Item Removal Sheet can be found on G: in the following location:
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AND is also attached to this page as a printable PDF
Describing
Legacy Description of Electronic Data in the finding aidDo 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 aids
Beginning in 2008 
, archivists made note in finding aids if the collection contained electronic records. We included the following phrase 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. If you have determined that some of the carriers are in specific series, please add this language to the series description of each series that includes electronic data.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.
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.