Logging E-media

Processors will encounter electronic media in various formats that may be housed in a folder with paper records, grouped separately with other electronic media, or consist of just a laptop hard drive. Regardless of where it is found in the collection, the electronic media needs to be barcoded and logged in the Center’s Electronic Media Access Database located in: 

 N:\Collections\07_Collections_Databases_and_Lists\Electronic Records and Digital Collections

Electronic media is barcoded and logged for several reasons, specifically, in order to keep track of where the media is located, whether or not it can be imaged using the FRED, and if it can also be included in the Weissman Preservation Center’s Audiovisual Survey.

The types of media that are commonly found in Center collections include:

• 3.5 inch floppy disks
• 5.25 inch floppy disks
• DVDs
• CDs
• Digital video
• Zip disks
• Hard drives

Labeling electronic media

If a processor finds electronic media, barcode the media by applying an electronic media label that can be obtained from the Collections Services Archivist. The label should only be physically applied to 3.5 and 5.25 inch floppy disks, and Zip disks. 

For DVDs, CDs, and digital video, the label should be written on the surface of the media using the Sakura Permapaque 1.0mm Fine Point pen. Do not use Sharpies or Sakura’s IDenti-Pen that is used for writing on mylar or slide sheets. Permapaque pens can be found in the file cabinet in the Processing Annex, Room 108. For CDs and DVDs, the physical label should then be applied to the media’s enclosure. If media in any format does not have an enclosure, rehouse in an archival enclosure.

After the media is barcoded, enter the information about the media in the Electronic Media Database. If the processor encounters a folder that contains for example, a CD and a floppy disk, or a box full of unfoldered CDs and DVDs, then each media type needs a separate entry in the log. Therefore, if Folder 1 in Box 1 contained a 3.5 inch floppy disk, a 5.25 inch floppy disk, and a CD, then there would be three entries in the log for Box 1, Folder 1.

Please note that not all electronic media found in collections need to be barcoded and/or logged. They are:

• Mass manufactured electronic media: barcode and log, but do not image or extract.
• CDs from a personal music collection: do not barcode/log and remove from collection.
• Installation CDs and disks: do not barcode/log but leave them with the rest of the electronic media.

Logging electronic media

Media need not always be logged individually, it should be logged by the media type per box. If Box 22 of your collection contains five 3.5 inch floppy disks and one zip disk, and Box 30 contains two zip disks, you will enter three new rows in the spreadsheet: one to list the five floppies in Box 22, one to list the single zip disk in Box 2, and one to list the two zip disks in Box 30. 

• ID: automatically-generated number; there is no need to enter anything in this box.
•  Alma: enter the Alma record number(s) describing this collection. If the catalog record for the collection was created before the conversion to Alma, there should be another number in the record referring to the old catalog number (HULPR number). 
• 852_$h_CLASS_PART: enter the collection or accession number
• MSS or ARCH: enter m (manuscript) or a (archival)
• CREATOR: enter the creator of the manuscript collection or archival records as it would appear in the MARC 100 field:
• Convention: Folkman, M. Judah
• Convention: Harvard Medical School. Joint Committee on the Status of Women
• TITLE_DISPLAY: enter the collection title as it would appear in the MARC 245 field, but without the creator’s name:
• Convention: Papers, 1911-2004 (inclusive), 1911-1945 (bulk)
• Convention: Executive Administration Records (Series 00265)
• BOX: box number the media came from
• Box number needs to be updated if the data is entered into the log prior to rearrangement
• BARCODE: enter the HD box barcode
• Storage TYPE: either External or Network
• MEDIA: enter a description of the media being logged. Put the type of media and the size per item.
• Convention: 3.5 disk (1.44 MB each)
• Convention: 5.25 Floppy Disk (360 KB each)
• Convention: Mini DVs (16.6 GB each)
• Item COUNT: Total number of items in folder of the same format
• SIZE (GB): enter the total gigabyte (GB) amount for all the item(s) in a folder of the same media format. If it is in kilobytes (KB) or megabytes (MB), convert to GB. The following is a conversion cheat sheet:
• 3.5 in floppy disk (1.44MB) = .01 GB
• 1 DVD = 4.7 GB
• 1 CD (700 MB) = .68 GB
• Digital video = 1 GB for every 5 minutes of video. So:
• Mini DV (83 minutes) = 16.6 GB
• DVCAM (124 minutes) = 25.3 GB
• Etc.
• Zip disks usually have the MB on them:
• 100 MB = .1 GB
• 250 MB = .24 GB
• 750 MB = .73 GB
• 8 and 5.25 inch floppy disks vary by maker. The list at the end of the "Floppy Disk" Wikipedia entry is helpful and this converter may also be of use.
• eMedia labels applied? Y/N
• CHOM EMEDIA NUMBER: Enter the number on the label applied to the media. If you are batch listing emedia numbers, list each number individually rather than providing a number range. 
• 1 or more disks copied to network storage? Y/N: if applicable, enter whether or not the media was imaged and transferred to network storage
• WPC Number: if the media was surveyed as part of the Weissman Preservation Center’s audiovisual survey, enter in this field the WPC barcode number found on the media or enclosure
• NOTES: enter any additional information about the media. For example:
• if the media was just imaged, or imaged and extracted
• if the media could not be imaged
• CHoM e-media numbers of media housed in the same enclosure
• any descriptive information about the folder it came from
• Alma SUPPRESSED?: Y/N
• 852_$b_SUBLIB: enter MED unless the media is stored in another location
• 852_$c_COLLECTION: enter HDRB if stored at the Harvard Depository or RAREB if stored onsite
• PULL FROM HD?: Y/N
• REQUESTED?: Y/N
• RETURNED?: Y/N if returned to HD
• PROCESSED?: Y/N
• LEVEL: enter the processing level 
• FOLDERS: folder number the media came from
• Folder number needs to be updated if the data is entered into the log prior to rearrangement
• BIB_TAG: enter 520 for the MARC 520 field to add information from the collection bibliographic record
• BIB_TEXT: enter the text from the 520 or other MARC field listed in BIB_TAG

Imaging E-media

NOTE: Prior to processing, all external media should be assigned a unique electronic media identifier, labeled, and logged. If you are processing media that already have labels, verify labeled media has been logged here. 

1. Create folder structure for acquired disk images, imaging and related documentation, and extracted files (use copies):
   

   1. In N:\E_Accn, create folder for the transfer in either the Archives or Manuscripts folder. If accessioning to the archives, use the following folder structure and naming conventions as below:
      
      

      

      Note: 3^rd level folder contains the Office Number and Office Name; 4^th level folder has the Series Number and Series Name; 5^th level folder should be named using the Accession Number. If processor does not have an accession number, use date of transfer: DOT_20131016 to name folder. All files and documentation live within the fifth level folder.

      In the fifth folder, create three folders:

                                     i.    Disk Images (Masters)
                                     ii.   Documentation
                                     iii.  UseCopies

      If acquiring a manuscript collection, use the following folder structure and naming conventions as below:

      

      All files and documentation live within the third level folder.

      In the third folder, create three folders:
      
                     i.    Disk Images (Masters)
                     ii.   Documentation
                     iii.  UseCopies

       

2. Connect external device via USB or Firewire to FRED workstation, if needed.

   1. A 3.5” disk drive and an Iomega ZIP drive are already connected to the station. These drives should not be detached from the FRED post-use.

   2. Connect external hard drives via USB using the available slot at the top of the FRED station (where the 3.5 and ZIP drives are connected).

   3.  The CD/DVD drive is in the center of the FRED tower (the drive with the LG logo).

   4. Flash/Compact/Stick media should be inserted in the USB 3 slot in the “Imaging Shelf” area.

   5. Computer hard drives may also be attached to the FRED tower using one of the “empty” trays. Do not attempt to remove and install a hard drive on your own; contact Judy Sclarsky or Casey Rock.
      
      

3. On a piece of notepaper, write down the electronic media number for the disk/drive to be imaged. Leave out any zeros at the beginning of the number.
   
   

4. Insert external media in the appropriate drive.

   1. If imaging 3.5” floppy disks, make sure to write-protect the disk by sliding the tab so that the window is “open” (meaning you can see through the disk).
      

   2. For 5.25" disks, the "write notch" must be blocked manually on the disk. The notch (if the media is single-sided) or notches (if the media is double-sided) are on the opposite end of the jacket from the read slot (where you can see the surface of the disk). Fold a piece of sturdy tape (not Scotch tape) over the slot(s). The original write-block adhesive tabs may be included if the original packaging has come with the disk. Check and see if they still work before using tape.
      
      

5. Create disk image using FTK Imager.

   1. Open FTK Imager

   2.  Go to File-->Create Disk Image
      NOTE: Please refer to pages 96-97 of the AccessData manual for instructions on how to create a Custom Content Image.

   3. Pick the Logical Drive option and click on Next.

   4. From the list of available drives, pick the one for the device and click Finish.

      1. 3.5” disk drive is Drive A

      2. CD/DVD drive is Drive F

      3. ZIP drive is Drive I

      4. USB port is Drive J

   5. Click on Add.
      

      1. Pick a destination “Image Type” (file format). Use .E01 if presented options; otherwise, use the file format suggested by FTK. 
         NOTE: If creating an image of a CD or DVD, FTK skips this step because all CD/DVD images are created in the IsoBuster CUE format. Additionally, hashes are not generated for CD and DVD images so they will not be verified, as well.
         

      2. Fill out Evidence Item Information form and the click Next. 
         NOTE: If creating an image of a CD or DVD, FTK skips this step.

         1. The Case Number = the collection number (for example: H MS c123)

         2. The Evidence Number = the accession number, if known (otherwise, leave blank)

         3. The Unique Description = the electronic media number without the initial zeros (for example: 167)
         4. The Examiner = the name of the processor in Last name, First name format (for example: Gustainis, Emily) 
      3. Next to “Image Destination Folder,” click on Browse. Locate the “Disk Images (Masters)” folder for the  collection. (For example: N:\E_Proc\FolkmanJudah\Disk Images (Masters)).
      4. Enter the electronic media number in the image filename box.
   6. Click on Finish to continue.

   7. Make sure that the “Verify images after they are created” and the “Create directory listings of all files in the image after they are created” checkboxes are checked.

   8. Click Start. A window will open, indicating progress on the disk imaging and directory creation process.

   9. When the process is complete, click on Close (for all open windows).
      
      

6. Verify the disk image was created. Go to the Disk Images (Masters) folder created for the collection and verify the disk image and supporting processes documentation files were created (a .txt document detailing processes and checksums and a spreadsheet for the disk directory). DO NOT TRY TO OPEN THE DISK IMAGE.
   
   

7.  In Disk Images (Masters), create a new folder to cut and paste from Disk Images (Masters) to the “Documentation” folder. Name the folder using the electronic media number. For example: 161_documentation. Put the .txt and the spreadsheet generated by FTK in this folder. 
   
   

8. Cut the folder and paste it in Documentation.
   
   

9. Exit FTK.