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 digital photo files, see HERE.
Ideally, electronic data carriers are identified by Anne at the time of accessioning. Once identified, data carriers 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 born digital material. 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.
Currently (as of October 2013), processors (and the Digital Librarian/Archivist ) will continue to 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 while the Born Digital Team evaluates tools and designs a workflow. Harvard’s new version of the DRS, which will accept more kinds of electronic data files, should be available for use in Fall 2103.
Entering Data carriers in AV/DC Tracker
If you come across new carriers in your survey or during 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 permanent felt tipped marker - Sharpie is OK]. Then place carrier(s) in appropriately-sized (e.g., accordion folder, half file box, etc.) housing labeled with MC#, collection name, data number, # of items, and format (on a secure label) and transfer to Amy Benson (let her know they have been entered into AV/DC tracker).
Should you find any electronic data carriers within a folder or anywhere else in your collection, please remove it, after completing a Digital Media Item Removal Sheet.
A sample Digital Media Item Removal Sheet can be found on G: in the following location:
G:\SCHLES\COLLECTION SERVICES\MANUSCRIPTS\Electronic records
AND is also attached to this page as a printable PDF
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. If you have determined that some of the carriers are in specific series, please add this language to the series description of each series that includes electronic data.
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.