Removing and photographing media

Requesting collections/items

1. Request collection/item via Aeon.
2. Place collection/item in designated area in Pusey 2 (last three bays of P52).

Removal of media

1. Identify and locate media within the requested materials. Work on one collection at a time.
2. Once the media is identified, separate the media from the parent collection.
3. Evaluate the media and fill out the Born-Digital Media Log after you have identified all of the media. Consulting the List of Born-Digital Media may be useful. A complete list of media resides in the Born-Digital Media Log.

4. Create a Batch Number based on the parent collection’s Call or Accession Number.

   Example: Creating Batch Numbers

   Parent collection = MS Am 1733

   Batch number = Am1733BD

   Parent collection = 2018M-070

   Batch number = 2018M-070BD

5. Create an Item Number based on the Batch Number. 

   Example: Creating Item Numbers

   Batch number = Am1733BD

   Item number = Am1733BD001, Am1733BD025

   Batch number = 2018M-070BD

   Item number = 2018M-070BD001, 2018M-070BD003

6. Photograph all the materials before labeling them.

7. Make sure to photograph front and back of the materials, as well as the sides for laptops and computers. Save these images to the designated shared folder, "Media Pictures", in SharePoint after you've created the appropriate folder named after the Batch Number. Label each photograph file with assigned item number with the addition of A, B, C...etc. for items with multiple sides. Examples can be found in the Media Pictures folder in SharePoint. 

   Example: Labelling Photograph Files by Side

   Front side: Am1733BD005(A)

   Back side: Am1733BD005(B)

8. In Aleph/Alma create a 544 note in the bib record about separating out media. And create “Separated Materials” note in the resource record.

   Example: Creating 544 Notes about Media Separations

   544 __$$n Born-digital material has been separated: Am1733BD

   Separated Materials: Born-digital material has been separated: Am1733BD

9. In Aleph/Alma create an additional 300 note for gigabytes (GB) for each type of born-digital media. And create an additional extent note in ArchivesSpace for the total combined extent of the born-digital materials.

   Example: Creating an additional 300 note in Aleph/Alma

   300__$$3 Includes hard drive: $$a1 item $$a (2000 GB)

   300__$$3 Includes floppy disks: $$a107 items $$a (0.154 GB)

   Example: Creating an extent note in ArchivesSpace

   Extent:

   • Portion - select “part”
   • Number - add amount of storage on the device/max run time
   • Type - select Gigabytes
   • Container Summary - carrier
10. Return the remaining parent (manuscript) collection back to its designated spot in Lamont (first two bays in B30).