The Born-Digital Collections Tracking Log is meant to track born-digital materials as they are accessioned and undergo processing. Many born-digital collection materials are captured or migrated from born-digital media and/or networked storage outside of Harvard's stewardship (Google Drive, email account). The specific preservation processes the tracking log aims to monitor are: 

• data capture or migration from one type of media to another
• verification of integrity and authenticity
• identification and redaction of sensitive data or personally identifiable information 

Examples of born-digital materials that are NOT tracked in this log are: web archives, collections-related data, Harvard Library Bulletin archival assets. 

Who should use this form? Anyone engaged in the accessioning, media preservation, and otherwise processing of born-digital archival collections. 

Please track all born-digital collection collections in the form of media and/or networked data (other than web archives).  

Instructions for using

Accessions Tab

Accessions Tab

• Collection name
• Call number 
• Accession number
• Original box number: The number of the box the item was separated from. 
• Batch number
  • A number generated for the batch of born-digital collection material. Guidance for creating these numbers is listed at the following link: X. 
• Item number
  • A number generated for the individual born-digital material/item. The Item Number is formed by appending the Batch Number like following: Am2350_BD01, Am2350BD02, etc. 
• Original folder title: If the media item was in a folder, please write the title of the folder here. 
• Born-digital box
  • The new box number where the item is placed/temporarily housed in. 
• Media type
  • Controlled list. Select from the drop-down list of media types. 
• Manufacturers
  • Name of media manufacturer
• Estimated storage
  • This field refers to the estimated storage of unprocessed media. The 'Controlled Lists' tab has standard storage capacity conversions in GB. If the storage capacity is listed on the media carrier, please list that here. 
• Accessioning notes
  • Please list anything of note about the physical condition of the item, including any written or typed labels. These can be very useful for processing. 
• Photographs completed: Yes/No
  • Instructions for taking photographs are found on the XX. 
• Accessioning notes
• Transfer Source(s)
• Date Added
• LABEL FIELD (controlled)