Page Comparison

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ID: automatically-generated number; there is no need to enter anything in this box.
ALEPHAlma: enter the ALEPH Alma record number(s) describing this collection. If the catalog record for the collection was created before the conversion to ALEPHAlma, there should be another number in the record referring to the old catalog number (HULPR number).
852_$h_CLASS_PART: enter the collection or accession number
MSS or ARCH: enter m (manuscript) or a (archival)
CREATOR: enter the creator of the manuscript collection or archival records as it would appear in the MARC 100 field:

Convention: Folkman, M. Judah
Convention: Harvard Medical School. Joint Committee on the Status of Women

TITLE_DISPLAY: enter the collection title as it would appear in the MARC 245 field, but without the creator’s name:

Convention: Papers, 1911-2004 (inclusive), 1911-1945 (bulk)
Convention: Executive Administration Records (Series 00265)

BOX: box number the media came from

Box number needs to be updated if the data is entered into the log prior to rearrangement

BARCODE: enter the HD box barcode
Storage TYPE: either External or Network
MEDIA: enter a description of the media being logged. Put the type of media and the size per item.

Convention: 3.5 disk (1.44 MB each)
Convention: 5.25 Floppy Disk (360 KB each)
Convention: Mini DVs (16.6 GB each)

Item COUNT: Total number of items in folder of the same format
SIZE (GB): enter the total gigabyte (GB) amount for all the item(s) in a folder of the same media format. If it is in kilobytes (KB) or megabytes (MB), convert to GB. The following is a conversion cheat sheet:

3.5 in floppy disk (1.44MB) = .01 GB
1 DVD = 4.7 GB
1 CD (700 MB) = .68 GB
Digital video = 1 GB for every 5 minutes of video. So:

Mini DV (83 minutes) = 16.6 GB
DVCAM (124 minutes) = 25.3 GB
Etc.

Zip disks usually have the MB on them:

100 MB = .1 GB
250 MB = .24 GB
750 MB = .73 GB

8 and 5.25 inch floppy disks vary by maker. The list at the end of the "Floppy Disk" Wikipedia entry is helpful and this converter may also be of use.

eMedia labels applied? Y/N
CHOM EMEDIA NUMBER: enter Enter the number on the label applied to the media. If you are batch listing emedia numbers, list each number individually rather than providing a number range.
1 or more disks copied to network storage? Y/N: if applicable, enter whether or not the media was imaged and transferred to network storage
WPC Number: if the media was surveyed as part of the Weissman Preservation Center’s audiovisual survey, enter in this field the WPC barcode number found on the media or enclosure
NOTES: enter any additional information about the media. For example:

if the media was just imaged, or imaged and extracted
if the media could not be imaged
CHoM e-media numbers of media housed in the same enclosure
any descriptive information about the folder it came from

Aleph Alma SUPPRESSED?: Y/N
852_$b_SUBLIB: enter MED unless the media is stored in another location
852_$c_COLLECTION: enter HDRB if stored at the Harvard Depository or RAREB if stored onsite
PULL FROM HD?: Y/N
REQUESTED?: Y/N
RETURNED?: Y/N if returned to HD
PROCESSED?: Y/N
LEVEL: enter the processing level
FOLDERS: folder number the media came from

Folder number needs to be updated if the data is entered into the log prior to rearrangement

BIB_TAG: enter 520 for the MARC 520 field to add information from the collection bibliographic record
BIB_TEXT: enter the text from the 520 or other MARC field listed in BIB_TAG

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Create folder structure for acquired disk images, imaging and related documentation, and extracted files (use copies):
1. In N:\E_Accn, create folder for the transfer in either the Archives or Manuscripts folder. If accessioning to the archives, use the following folder structure and naming conventions as below:
  
  Image RemovedImage Added
  Note: 3^rd level folder contains the Office Number and Office Name; 4^th level folder has the Series Number and Series Name; 5^th level folder should be named using the Accession Number. If processor does not have an accession number, use date of transfer: DOT_20131016 to name folder. All files and documentation live within the fifth level folder.
  In the fifth folder, create three folders:
  i.   Disk Images (Masters)
  ii. Documentation
  iii. UseCopies
  If acquiring a manuscript collection, use the following folder structure and naming conventions as below:
  Image RemovedImage Added
  All files and documentation live within the third level folder.
  In the third folder, create three folders:
  
  i.   Disk Images (Masters)
  ii. Documentation
  iii.  UseCopies
Connect external device via USB or Firewire to FRED workstation, if needed.
1. A 3.5” disk drive and an Iomega ZIP drive are already connected to the station. These drives should not be detached from the FRED post-use.
2. Connect external hard drives via USB using the available slot at the top of the FRED station (where the 3.5 and ZIP drives are connected).
3. The CD/DVD drive is in the center of the FRED tower (the drive with the LG logo).
4. Flash/Compact/Stick media should be inserted in the USB 3 slot in the “Imaging Shelf” area.
5. Computer hard drives may also be attached to the FRED tower using one of the “empty” trays. Do not attempt to remove and install a hard drive on your own; contact Judy Sclarsky or Casey Rock.
On a piece of notepaper, write down the electronic media number for the disk/drive to be imaged. Leave out any zeros at the beginning of the number.
Insert external media in the appropriate drive.
1. If imaging 3.5” floppy disks, make sure to write-protect the disk by sliding the tab so that the window is “open” (meaning you can see through the disk).
2. For 5.25" disks, the "write notch" must be blocked manually on the disk. The notch (if the media is single-sided) or notches (if the media is double-sided) are on the opposite end of the jacket from the read slot (where you can see the surface of the disk). Fold a piece of sturdy tape (not Scotch tape) over the slot(s). The original write-block adhesive tabs may be included if the original packaging has come with the disk. Check and see if they still work before using tape.
Create disk image using FTK Imager.
1. Open FTK Imager
2. Go to File-->Create Disk Image
  NOTE: Please refer to pages 96-97 of the AccessData manual for instructions on how to create a Custom Content Image.
3. Pick the Logical Drive option and click on Next.
4. From the list of available drives, pick the one for the device and click Finish.
  1. 3.5” disk drive is Drive A
  2. CD/DVD drive is Drive F
  3. ZIP drive is Drive I
  4. USB port is Drive J
5. Click on Add.
  1. Pick a destination “Image Type” (file format). Use .E01 if presented options; otherwise, use the file format suggested by FTK.
    NOTE: If creating an image of a CD or DVD, FTK skips this step because all CD/DVD images are created in the IsoBuster CUE format. Additionally, hashes are not generated for CD and DVD images so they will not be verified, as well.
  2. Fill out Evidence Item Information form and the click Next.
    NOTE: If creating an image of a CD or DVD, FTK skips this step.
    1. The Case Number = the collection number (for example: H MS c123)
    2. The Evidence Number = the accession number, if known (otherwise, leave blank)
    3. The Unique Description = the electronic media number without the initial zeros (for example: 167)
    4. The Examiner = the name of the processor in Last name, First name format (for example: Gustainis, Emily)
  3. Next to “Image Destination Folder,” click on Browse. Locate the “Disk Images (Masters)” folder for the collection. (For example: N:\E_Proc\FolkmanJudah\Disk Images (Masters)).
  4. Enter the electronic media number in the image filename box.
6. Click on Finish to continue.
7. Make sure that the “Verify images after they are created” and the “Create directory listings of all files in the image after they are created” checkboxes are checked.
8. Click Start. A window will open, indicating progress on the disk imaging and directory creation process.
9. When the process is complete, click on Close (for all open windows).
Verify the disk image was created. Go to the Disk Images (Masters) folder created for the collection and verify the disk image and supporting processes documentation files were created (a .txt document detailing processes and checksums and a spreadsheet for the disk directory). DO NOT TRY TO OPEN THE DISK IMAGE.
In Disk Images (Masters), create a new folder to cut and paste from Disk Images (Masters) to the “Documentation” folder. Name the folder using the electronic media number. For example: 161_documentation. Put the .txt and the spreadsheet generated by FTK in this folder.
Cut the folder and paste it in Documentation.
Exit FTK.

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