Electronic Data (floppy disks, cds, hard drives, web sites, etc.): Preliminary guidelines
Last Updated November 2012
Introduction
Disks and drives may contain audiovisual/photographic or data files. Data files are managed by Amy Benson, Digital Librarian/Archivist; audiovisual/photographic files are managed by Joanne Donovan, Audiovisual/Photograph Archivist. For information on electronic audio/photo files, see Appendix U.
Ideally, electronic data are identified by Anne at the time of accessioning. Once identified, data files are noted in the accession record and are transferred to the Digital Librarian/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.
Surveying Data Files
When starting a new collection, the processor should search AV/DC Tracker and WAX Tracker to identify all known electronic data files. 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.
As of FEBRUARY 2012, processors (and the Digital Librarian/Archivist ) will 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. Attempts at reading and processing electronic files are currently on hold and may not begin until July 2013. Harvard’s new version of the DRS, which will accept more kinds of electronic data files, is supposed to be available to us by that time.
Entering Data carriers in AV/DC Tracker
If you come across new carriers in your survey or 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 felt tipped marker], and contact the Digital Librarian/Archivist to determine where it should be physically stored.
Describing Electronic Data in the finding aid
Do 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 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. 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.
WEB SITES
In 2009 (after the completion of the pilot project to collect women’s blogs) we began collecting web sites created by individuals and organizations whose papers/records are at the library. The processor will consult with the Digital Librarian/Archivist about harvesting any web sites associated with your person/organization, and will provide file unit descriptions for the web sites in the finding aid. From time of first harvest, we must wait three months, per the Office of General Counsel, to make the harvested content publicly available through the WAX public interface.
Ideally, by the time the processor has completed the finding aid, a first harvest will have been successful and the web content will have been added to the Schlesinger Library Sites WAX collection (SL Sites). The Digital Librarian/Archivist will supply Paula with a URN for the collection’s WAX content, and she will add the hot link(s) to the finding aid. If the URN is not available when the finding aid is complete, the finding aid will still be posted and the URN/link will be added by Paula later. The processor should, however, include all the information as if the web content were available.
The work flow will take this shape:
- As part of the research on a collection, the processor searches for a web site for the person or organization.
- If a web site is found, the processor checks WAX Tracker to see if web site is already being captured.
- If a web site exists but isn't in WAX Tracker, the processor:
- Sends web site URL and contact information for donor (preferably an email address) to Digital Librarian/Archivist (DL/A) to begin capture/harvest of site. For the near future, the DL/A will notify donor that we are going to capture his/her/its web site using WAX. (We have an existing notification letter.) Longer-term, donors will have signed the new donor agreement that includes permission to capture their site via WAX.
- Discusses scope and frequency of harvest with DL/A (domain, sub-domain, domain plus one / monthly, annually, etc.)
- If a web site is already being captured, the processor will add the following to the finding aid (see Sonia Fuentes for example: http://nrs.harvard.edu/urn-3:RAD.SCHL:sch01256):
- In the quantity, include: “electronic records”
EXAMPLE: 4.16 linear ft.(10 file boxes) plus 1 folio folder, 1 folio+ folder, 10 audiocassettes, 2 compact discs, 9 videotapes, electronic records
- In the Scope and Content: “XX’s web site is being captured periodically as part of Harvard University Library’s Web Archive Collection (WAX). EXAMPLE: Fuentes' web site, which includes photographs and other writings, is being captured periodically as part of Harvard University Library’s Web Archive Collection (WAX).
- In file unit descriptions, use “E” as the container followed by a file unit number
EXAMPLE: E.1. Web site, 2010-ongoing. [hot link added by Paula]
- In the added entries include "Electronic records" AND "Web sites"
- The collection, series, and subseries dates should exclude the website date(s), which should only appear in the item description (e.g., E.1. Web site, 2010-ongoing).
BIBLIOGRAPHIC RECORDS
The processor will create or update the main part of the bib record, and Anne will take care of creating a NET holdings record (using the macro ctrl H which will give choices as to the kind of NET holding to describe). She will also update the SL Sites group record where appropriate (which describes the collection of web sites of “our” people/organizations as a whole).
A NET holding must also be created for collections where analog material has been digitized and is being delivered via the finding aid. The macro ctrl H will offer choices as to the kind of NET holding to describe.
Anne will check to see that the processor has included in the bibliographic/holdings records the following:
- 007 bb cu||||||||||||
- 300 add “and electronic records” if other pieces are elaborated
- 520 includes: “also includes her web site” or “also includes the organization’s web site”
- 655 b0 Electronic records. [and Web sites if applicable.]
- 506 if applicable:
5061 $$3Thirteenth Conference program committee electronic files$$aare closed until July 1, 2015.
Born Digital Photographs
When there are born digital photographs in a collection, consult the Audiovisual/Photograph Archivist or the Digital Librarian/Archivist. Normally these data are transferred off of their original carrier(s) and stored on the library’s server or in the DRS (as opaque objects) until processing. 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.
If files are earmarked for deposit in the DRS, the following descriptions must be added to the finding aid:
- In the quantity, include: “electronic records”
EXAMPLE: 36.25 linear ft. (86 file boxes, 1 card file box) plus electronic records
- In file unit descriptions, use “E” as the container followed by a file unit number
EXAMPLE: E.1. Photographs of family, [dates]. [hot link added by Paula]
- In the added entries include "Electronic records"