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. While conducting a collection survey, 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).