The Born-Digital Collections Tracking Log (access required) is meant to track born-digital manuscript content as they are accessioned and undergo processing. The specific processes the tracking log aims to monitor are: 

• incoming accessions and accruals
• 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 

Some born-digital manuscript content is out of scope for the log, such as collections-related data, objects from the Harvard Library Bulletin. 

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

Instructions for using

Accessions Tab

Accessions Tab

The Accessions & Accruals tab tracks incoming collections material by way of legacy media, network transfer, and data migration. Staff responsible for accessioning born-digital materials should use this tab to track incoming materials individually or in batches by Media Type. In order to use this log, you must also a) create labels for tangible media and b) photograph them. Materials that come in by way of network transfer and data migration do not need physical labels or to be photographed; they do however need to be given a batch container number, which is important for staging a location on storage for this material. 

• COLLECTION NAME
• CALL NUMBER
• ORIGINAL FOLDER TITLE If the media item was in a folder, please write the title of the folder here.
• ORIGINAL BOX NUMBER The number of the box the item was separated from. 
• 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. 
• BORN-DIGITAL BOX NUMBER The new box number where the item is placed/temporarily housed in. 
• TRANSFER SOURCE
• MEDIA TYPE Controlled list. Select from the drop-down list of media types. 
• MANUFACTURER The name of media manufacturer can usually be found on the media carrier, if any. 
• 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. 
• DATE ADDED
• PHOTOS COMPLETED: Yes/No

Processing Tab

• ITEM NUMBER
• MEDIA FORMAT
• MANUFACTURER
• Photos Completed?
• DATA CAPTURE
  • Capture Type
  • Result
  • Date
  • Software/Hardware 
  • Notes
• VIRUS SCANNING
  • Result
  • Notes
• DATA EXTRACTION
  • Software
  • Result
  • Notes
• REPORTING STATUS
• Storage
  • Bagging Status
  • DRS Deposit Date

Dictionary

Controlled Lists

Backlog Survey