and who is responsible for each part of the process (draft October 2016)
1 A. Upon receipt of new collections, data carriers (disks, thumb drives, etc.) are accessioned and given Data #s, tracked in AV/DC Tracker, then physically transferred to Jen Weintraub (Anne, Johanna, Jen W.)
(If, while processing, you find new data carriers, alert Jen W. If she asks you to log them in AV/DC Tracker yourself, follow these instructions.)
1 B. Sometimes Jen W. deals directly with donors to accept their electronic files, often using Dropbox. In this case, there is no carrier, but she will assign a Data # and record in AV/DC Tracker.
2. Electronic data carriers are disk imaged (Jen W., students, Pablo)
3. When ready to survey filed, archivists discuss collection issues with digital archivists. Archivists should consider these questions in advance, and have some idea of how (if) electronic files may relate to paper files. It may be helpful to think about the issues posed in this discussion of appraisal of electronic files.
4. Based on outcome of above discussion, digital archivists "build case" for electronic files in FTK (organize files, separate junk files), and do any other "pre-processing" work necessary. Digital archivists should communicate to archivists if all files can be viewed at their desk in Quickview, or if archivists need to come to Fay House to view files.
5. Archivists review files in case - ideally once while doing initial survey, then again when ready to process files.
6. Archivists appraise and process files - decide what to keep, decide how (if) to organize, decide how to describe, navigate access issues - and discuss with team lead and digital archivists as needed.
7. Archivists describe electronic files in finding aid - with help from digital archivists to calculate total size of files if necessary.
8. Archivists use bookmarks or color coding within "Case" to communicate with digital archivists which files will be grouped together in which E#. Archivists communicate access issues with digital archivist for each E# if necessary.
9. Digital archivists do "post-processing" work - creating PDF/As if necessary
10. Digital archivists deposit files into the DRS (Jen W.)
11. Digital archivist, archivist, and Paula work together to link deposited files to finding aid if that is possible (Jen W., Paula)