Removing and photographing media

Owned by Magee Lawhorn (Unlicensed)
Last updated: Sept 23, 2022 by Monique Lassere (Unlicensed)


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).