When there are born digital photographs or digital A/V material in a collection, be aware that their treatment needs to be in consult with Joanne Donovan, the Audiovisual/Photograph Archivist. It may be that the digital photos and A/V in a collection have been recognized as such and already in Joanne's possession. It may also be possible that they are stored with other born digital material in files managed by Jen Weintraub. You can determine this during your collection survey, and work with Joanne and Jen to get all files together for pre-processing. Joanne manages the cataloging/DRS deposit for digital photos and A/V, so if you're working with these files along with textual born digital material, know that you will need to transfer them to her separately at the end of processing.
If you have questions, consult with Joanne, Jen, and your team lead about how best to process, describe, and provide access to these files.
PHOTOGRAPHS
During processing, born digital photographs will be appraised in the same way non-digital photographs are appraised. The images will eventually be cataloged in VIA, so processors should include the usual statement regarding cataloging photographs in scope and content note.
Finding aid description:
As with all born digital material, add another extent line for electronic files
EXAMPLE: 3.13 linear feet (7 + 1/2 file boxes)
65.325 megabytes (15 files)
- In file unit descriptions, use “E” as the container followed by a file unit number
EXAMPLE: E.1. Photographs of family, [dates].
Finding aid examples of folder description for born digital photos: Alice Rossi papers
- In the added entries include "Electronic records"
DIGITAL AUDIO AND VIDEO FILES
During processing, appraise and describe digital audio and video files in the same way as you would analog. It will most likely be easier for you to watch/listen to the files, and the file length will be easier to ascertain.
As with all born digital material, add another extent line for electronic files
EXAMPLE: 36.25 linear feet (86 file boxes, 1 card file box)
xx Megabytes (4 files)
Digital A/V should be listed at the item level (as we do with analog) and description should follow this format:
Title. Description, Date. Format. Time.
EXAMPLE: E.5. Packing party at Morgan State University, 2011. Digital video, 1 minute.
From Sister Soldier Project Records
Example TK from Robin Kilson Papers
In the added entries include the term "Digital moving image formats" if you have digital video files.
Questions on terminology, description, and restriction issues can be worked out with your team lead and Joanne.