Archival Processing Documentation: Digital Material
DIGITAL MATERIAL
Collection-level description of born-digital and hybrid collections. See also Digital Records in Special Collections.
The following guidelines are adapted from the UC Guidelines for Born-Digital Archival Description, version 1.0, 2017.
(University of California Systemwide Libraries. (2017). UC Guidelines for Born-Digital Archival Description. UC Office of the President: University of California Systemwide Libraries. Retrieved from https://escholarship.org/uc/item/9cg222jc.)
| FIELD | EAD TAG | REQUIRED | CONTENT | EXAMPLES |
|---|---|---|---|---|
| Extent | <extent> | Yes/Repeatable |
A quantitative measurement of processed digital content (preservation files). As part of the container summary, include the total number of folders and files that have been preserved. When calculating size, round to three decimal points only when content is less than 1 GB. For unprocessed material where capacity is unknown or difficult to estimate, include a count of the unprocessed media formats. When describing an archival object that is represented by both digital and analog materials, choose Portion = "Part" For assets ingested as multiple representations or PAX, calculate extent using the access copies rather than the preservation files. |
Hybrid Collection: Extent: 109 linear feet Container summary: 37,364 files, 25 folders
Born-Digital Collection: Extent: 3750 gigabytes
Unprocessed born-digital collection: Extent: 250 gigabytes |
| Abstract | <abstract> | Optional |
Brief, summary of the collection. If there is significant born-digital material present in a collection, the Abstract should reflect this. |
The collection includes digital photographs, correspondence, including email, reports, meeting minutes, and other documentation created during professional involvement on University committees. |
| Appraisal Information | <appraisal> | Optional | Note any general information about actions relating to appraisal, deduplication, or weeding of digital files. Refer to or link to library policy if applicable. Do not include specific technical details about the process of de-duplication or weeding in Appraisal Information. Use the Processing Information Note to provide additional information if necessary. | Temporary and deleted files were removed from this collection, according to the Library’s digital preservation and privacy policies. |
| Arrangement | <arrangement> | Yes |
Include a sentence or two about how the digital materials were organized and arranged. Note whether or not the original order of the files has been maintained. Note whether the digital materials have been segregated into their own series or whether the digital material has been subdivided into multiple series, and if so on the basis of what (ie, content, format, etc.)? This is especially important to note in the context of hybrid collections, as well as in cases where there may be duplicative or overlapping material, which is often due to a donor’s migration and/or backup routines. Exception: If the files have been re-arranged by the processor into a new folder structure or if file names were altered, include this information in the Processing Information note. May repeat at series-level and sub-series-level. |
Born-digital materials are integrated into their corresponding series based on content. The original order of the files is retained. Sub-series arranged alphabetically by course title or subject. Born-digital materials are arranged in the order in which they were created by Professor Claude Welch. Digital materials have been placed into the ‘writings’ series based on their content. No other changes have been made to the original arrangement, structure, or naming of the files. Collection is arranged into series: Correspondence; Teaching materials; Photographs; Research and Publications. |
| Conditions Governing Access | <accessrestrict> | Optional | Use this field to inform researchers about special instructions needed to access the digital content. |
Label = Special Viewing Instructions Content = Access to digital material provided via the [University Archives'/Poetry Collection's] Digital Archives online repository. |
| Conditions Governing Use | <userestrict> | Optional | This element is used in the same way as to describe physical materials. | |
| Immediate Source of Acquisition | <acqinfo> | Optional |
Record general information about the acquisition of born-digital material, such as the source, date, and type of acquisition. Acquisition of born-digital content often involves technical processing after media has been physically transferred, the specific methods and processes of born-digital acquisition and data capture should be detailed in a Processing Information Note |
The digital files from the Arnold Berleant papers were donated by Arnold Berleant in June 2016 on one hard drive. |
| Physical Characteristics and Technical Requirements | <phystech> | Optional |
Use this field to inform researchers about the physical or technical characteristics of digital materials that will affect their ability to access them. If any portion of a collection contains digital material that cannot be readily accessed by researchers, then a note must be placed at every level of the collection (ie series, box, folder, etc.) to notify researchers that this is the case. This ensures that researchers will see the requirements necessary to access material. May repeat at sub-series level |
Unprocessed materials example: University Archives cannot provide access to all media formats in Series I. Correspondence due to lack of required hardware. For more information, please contact lib-archives@buffalo.edu. Please note that the University Archives is not able to provide access to two 3.5-inch floppy disks located in this series due to data corruption. |
| Processing Information | <processinfo> | Yes | If the digital materials were processed either at a later date and/or by a different person than the rest of the collection, specify when and by whom they were processed. |
Digital materials processed by Archives staff in 2018. Processed by John Smith in February 2016. Digital materials processed in 2017 by Jane Doe, under the supervision of Sarah Jones. |
| Processing Information (continued) | <processinfo> | Yes |
Information that future archivists and users use to understand where the materials came from, how they were created, and the process by which they are able to access the materials. Decisions to migrate data from storage media, to normalize different file formats, redact or remove Personally Identifiable Information (PII), extract files, or alter filenames, or if material cannot be processed due to technical limitations must all be recorded. Also note if processors have altered original file structure, deleted empty directories, changed (or not) permissions, etc. |
This collection was processed in accordance with the University Archives processing guidelines/policies. For more information, see https://research.lib.buffalo.edu/digitalpreservation/processing Digital files created by [insert donor name] were transferred to the [University Archives/Poetry Collection] on storage media including [describe storage media formats]. Where possible, digital content saved on storage media was migrated from the storage media, normalized to standard preservation and access formats, and transferred to a stable preservation environment following the University Libraries' Digital Preservation guidelines. Some folder titles were altered and file arrangement reorganized to assist researchers in locating and identifying digital content. File names were altered to include the collection name at the beginning of the original file name. For a list of original file names, refer to the file manifests of each folder. Some files have been redacted to protect personal identifiable information or Protected Health Information (PHI) in accordance with federal regulations and UB Libraries policies. The original file structure has been maintained; duplicate files have not been deleted. |
| Scope and Content | <scopecontent> | Yes |
Describe the functions that created the digital materials, the types of records described, and the date ranges. Sometimes, a processor will edits an existing Scope and Content note. When adding description to an existing note, incorporate description of the born-digital material in a balanced way. May repeat at series-level and sub-series-level |
This collection contains Arnold Berleant's digital manuscripts. Included are drafts, corrections, and limited correspondence with editors and peers. |
Describing series and sub-series in born-digital and hybrid collections
The following guidelines are adapted from the UC Guidelines for Born-Digital Archival Description, version 1.0, 2017.
(University of California Systemwide Libraries. (2017). UC Guidelines for Born-Digital Archival Description. UC Office of the President: University of California Systemwide Libraries. Retrieved from https://escholarship.org/uc/item/9cg222jc.)
| FIELD | EAD TAG | REQUIRED | CONTENT | EXAMPLES |
|---|---|---|---|---|
| Date | <unitdate> | Yes/Repeatable |
A Creation date signifies the date of the creation of the resource. A Modified date signifies the most recent date of change to the resource. A Modified date is used only when describing digital materials and can be used in conjunction with a creation date. A migration date signifies the date of file migration. A migration date is used when files are converted to a different file format for the purpose of long-term preservation. A migration date may be used in conjunction with a creation and/or modified date. |
Label = Creation Expression = April 1, 2017 Type = Single Begin = 2017-04-01
Label = Modified Expression = April 24, 2017 Type = Single Begin = 2017-04-24
Label = Migration Expression = May 30, 2017 Type = Single Begin = 2017-05-30 |
| Extent | <extent> | Yes |
A quantitative measurement of processed digital content (preservation files) in this series/sub-series. As part of the container summary, the total number of folders and files that have been preserved. When calculating size, round to three decimal points only when content is less than 1 GB. For unprocessed material, estimate according to the maximum storage capacity of the media. When describing an archival object that is represented by both digital and analog materials, choose Portion = "Part" For assets ingested as multiple representations or PAX, calculate extent using the access copies rather than the preservation files. |
Born-Digital Collection: Extent: 3750 gigabytes
Unprocessed born-digital collection: Extent: 250 gigabytes |
| Arrangement | <arrangement> | Yes |
Include a sentence or two about how the digital materials are organized and arranged. Note whether or not the original order of the files was maintained during processing. Note whether the digital materials are segregated into their own series or whether the digital material is subdivided into multiple series, and if so on the basis of what (i.e., content, format, etc.)? This is especially important to note in the context of hybrid collections, as well as in cases where there may be duplicate material. Exception: If the files were re-arranged by the processor into a new folder structure or if file names were altered, include this information in the Processing Information note. May repeat at sub-series level |
Born-digital materials are integrated into their corresponding series based on content. The original order of the files is retained. Sub-series arranged alphabetically by course title or subject. Born-digital materials are arranged in the order in which they were created by Professor Claude Welch. Digital materials have been placed into the ‘writings’ series based on their content. No other changes have been made to the original arrangement, structure, or naming of the files. |
| Conditions Governing Access | <accessrestrict> | Optional | Use this field to inform researchers about special instructions needed to access the digital content. |
Label = Special Viewing Instructions Content = Access to digital material provided via the [University Archives’/Poetry Collection's] Digital Archives online repository. |
| Physical Characteristics and Technical Requirements | <phystech> | Optional |
Use this field to inform researchers about the physical or technical characteristics of digital materials that will affect their ability to access them. If any portion of a collection contains digital material that cannot be readily accessed by researchers, then a note must be placed at every level of the collection (ie series, box, folder, etc.) to notify researchers that this is the case. This ensures that researchers will see the requirements necessary to access material. May repeat at sub-series level |
Unprocessed materials example: University Archives cannot provide access to all media formats in Series I. Correspondence due to lack of required hardware. For more information, please contact lib-archives@buffalo.edu. Please note that the University Archives is not able to provide access to two 3.5-inch floppy disks located in this series due to data corruption. |
| Processing Information | <processinfo> | Optional/Repeatable |
Information that future archivists and users use to understand where the materials came from, how they were created, and the process by which they are able to access the materials. Decisions to migrate data from storage media, to normalize different file formats, redact or remove Personally Identifiable Information (PII), extract files, or alter filenames, or if material cannot be processed due to technical limitations must all be recorded. Also note if processors have altered original file structure, deleted empty directories, changed (or not) permissions, etc. |
This collection was processed in accordance with the University Archives processing guidelines/policies. For more information, see https://research.lib.buffalo.edu/digitalpreservation/processing Digital files created by [insert donor name] were transferred to the [University Archives/Poetry Collection] on storage media including [describe storage media formats]. Where possible, digital content saved on storage media was migrated from the storage media, normalized to standard preservation and access formats, and transferred to a stable preservation environment following the University Libraries' Digital Preservation guidelines. Some folder titles were altered and file arrangement reorganized to assist researchers in locating and identifying digital content. File names were altered to include the collection name at the beginning of the original file name. For a list of original file names, refer to the file manifests of each folder. Some files have been redacted to protect personal identifiable information or Protected Health Information (PHI) in accordance with federal regulations and UB Libraries policies. The original file structure has been maintained; duplicate files have not been deleted. |
| Scope and Content | <scopecontent> | Yes |
Describe the functions that created the digital materials, the types of records described, and the date ranges. Sometimes, a processor will edits an existing Scope and Content note. When adding description to an existing note, incorporate description of the born-digital material in a balanced way. May repeat at series-level and sub-series-level |
This series contains Arnold Berleant's digital manuscripts. Included are drafts, corrections, and limited correspondence with editors and peers. |
Describing files in born-digital and hybrid collections
The following guidelines are adapted from the UC Guidelines for Born-Digital Archival Description, version 1.0, 2017.
(University of California Systemwide Libraries. (2017). UC Guidelines for Born-Digital Archival Description. UC Office of the President: University of California Systemwide Libraries. Retrieved from https://escholarship.org/uc/item/9cg222jc.)
| FIELD | EAD TAG | REQUIRED | CONTENT | EXAMPLES |
|---|---|---|---|---|
| Date | <unitdate> | Yes/Repeatable |
A Creation date signifies the date of the creation of the resource. A Modified date signifies the most recent date of change to the resource. A Modified date is used only when describing digital materials and can be used in conjunction with a creation date. A migration date signifies the date of file migration. A migration date is used when files are converted to a different file format for the purpose of long-term preservation. A migration date may be used in conjunction with a creation and/or modified date. |
Label = Creation Expression = April 1, 2017 Type = Single Begin = 2017-04-01
Label = Modified Expression = April 24, 2017 Type = Single Begin = 2017-04-24
Label = Migration Expression = May 30, 2017 Type = Single Begin = 2017-05-30 |
| Extent | <extent> | Yes |
A quantitative measurement of processed digital content (preservation files) in this file. As part of the container summary, include the total number of digital files and folders that are preserved. When calculating size, round to three decimal points only when content is less than 1 GB. For unprocessed material, estimate according to the maximum storage capacity of the media. When describing an archival object that is represented by both digital and analog materials, choose Portion = "Part" For assets ingested as multiple representations or PAX, calculate extent using the access copies rather than the preservation files. |
Born-Digital Collection: Extent: 7 gigabytes Container summary: 3 unprocessed hard drives (100 GB) and 10 unprocessed 3.5" floppy disks |
| Arrangement | <arrangement> | Yes |
Include a sentence or two about how the digital materials were organized and arranged. Note whether or not the original order of the files has been maintained. Note whether the digital materials have been segregated into their own series or whether the digital material has been subdivided into multiple series, and if so on the basis of what (i.e., content, format, etc.)? This is especially important to note in the context of hybrid collections, as well as in cases where there may be duplicate material. Exception: If the files are re-arranged by the processor into a new folder structure or if file names were altered. Include this information in the Processing Information note. |
The original order of the files is retained. Sub -folders are arranged alphabetically by course title or subject. Digital files are arranged alphanumerically by file name. |
| Conditions Governing Access | <accessrestrict> | Optional | Use this field to inform researchers about special instructions needed to access the digital content. |
Label = Special Viewing Instructions Content = Access to digital material provided via the [University Archives'/Poetry Collection's] Digital Archives online repository. Label = Restrictions Content = Organization charts, 2022 may only be accessed onsite within the library at this time. |
| Physical Characteristics and Technical Requirements | <phystech> | Optional |
Use this field to inform researchers about the physical or technical characteristics of digital materials that will affect their ability to access them. If any portion of a collection contains digital material that cannot be readily accessed by researchers, then a note must be placed at every level of the collection (ie series, box, folder, etc.) to notify researchers that this is the case. This ensures that researchers will see the requirements necessary to access material. May repeat at sub-series level |
Unprocessed materials example: University Archives cannot provide access to all media formats in Series I. Correspondence due to lack of required hardware. For more information, please contact lib-archives@buffalo.edu. Please note that the University Archives is not able to provide access to two 3.5-inch floppy disks located in this series due to data corruption. Web archives example: Please note that dynamic web sites that contain media players, images, JavaScript, and Adobe Flash may not retain all of their original functionality. Sites that are in a different domain than the seed URL were not crawled. |
| Processing Information | <processinfo> | Optional/Repeatable |
Information that future archivists and users use to understand where the materials came from, how they were created, and the process by which they are able to access the materials. Decisions to migrate data from storage media, to normalize different file formats, redact or remove Personally Identifiable Information (PII), extract files, or alter filenames, or if material cannot be processed due to technical limitations must all be recorded. Also note if processors have altered original file structure, deleted empty directories, changed (or not) permissions, etc. |
This collection was processed in accordance with the University Archives processing guidelines/policies. For more information, see https://research.lib.buffalo.edu/digitalpreservation/processing Digital files created by [insert donor name] were transferred to the [University Archives/Poetry Collection] on storage media including [describe storage media formats]. Where possible, digital content saved on storage media was migrated from the storage media, normalized to standard preservation and access formats, and transferred to a stable preservation environment following the University Libraries' Digital Preservation guidelines. Some folder titles were altered and file arrangement reorganized to assist researchers in locating and identifying digital content. File names were altered to include the collection name at the beginning of the original file name. For a list of original file names, refer to the file manifests of each folder. Some files have been redacted to protect personal identifiable information or Protected Health Information (PHI) in accordance with federal regulations and UB Libraries policies. The original file structure has been maintained; duplicate files have not been deleted. |
| Scope and Content | <scopecontent> | Yes |
Describe the functions that created the digital materials, the types of records described, and the date ranges. Sometimes, a processor will edits an existing Scope and Content note. When adding description to an existing note, incorporate description of the born-digital material in a balanced way. |
Contains Arnold Berleant's digital manuscripts. Included are drafts, corrections, and limited correspondence with editors and peers. |
| General | Yes | A file manifest that includes file name(s), last modified date(s), and file format(s) as generated by DROID or Karen's Directory Printer. |
Label = File Manifest For example: <p>Adventures of Pi.doc 118784 BYTES 2010-08-22T15:33:32 Microsoft Word Document</p> <p>Adventures of Pi.pdf 131858 BYTES 2017-11-28T10:57:46 Acrobat PDF 1.5 - Portable Document Format</p> |
Basic Information
| FIELD | TAG | XIP | REQUIRED | CONTENT | EXAMPLE |
|---|---|---|---|---|---|
| Title | <title> | <title> | Yes | This element provides a word or phrase by which the material being described is known or can be identified. A title may be devised or formal. Title is often auto-filled by Preservica and is the name of the collection or deliverable unit being described and may include the date of creation. | Newsletters 2005 |
| Identifier | <refid> | <collectionref> | Yes | An identifier unique to this digital object. When describing a digital object stored in Preservica, the string will be a 32-digit number. The number is located in the External Documents > Location Field, among other locations in the record. | 464a6113-3deb-4903-805c-23a1db330c59 |
| VRA Core level | Yes |
Choose from drop-down list. Primarily for use in multi-level VRA Core compliant records to indicate that a description is about a collection, a work, or an image. Work (a built or created object) Collection (an aggregate of such objects) Image (a visual surrogate of such objects) |
Work Collection Image |
||
| Digital Object Type | <typeOfResource> | Yes | Choose a generic term indicating the basic content type of the digital object from a drop-down list. | ||
| Language | <language> | <language> | Optional | The language of the material being described | English |
| Restrictions | Optional | Select this tick box if access restrictions exist |
File Versions record*
*Two file version records are generated automatically; one for the digital preservation staff system and one for the electronic record access system.
| FIELD | REQUIRED | CONTENT | EXAMPLES |
|---|---|---|---|
| Make Representative | Optional | Select for Electronic Record Access System file version | |
| File URI | Yes | File URI is supplied by Preservica. Edit URL to remove all text except the URL | https://buffalo.access.preservica.com/archive/sdb%3AdeliverableUnit|613cdbdf-978c-4871-9bd3-42a71a19aafa |
| Publish | Optional |
Select tick box to publish the Electronic Record Access System file version only. |
|
| Use Statement | Yes |
This statement indicates the use for which the digital object is intended. Supplied by Preservica. |
Digital Preservation Staff System Electronic Record Access System |
| XLink Actuate Attribute | Yes |
This attribute is used during export to indicate how the digital object should display. Choose from drop-down list Used in conjunction with Show Attribute |
onRequest |
| XLink Show Attribute | Yes |
This attribute is used during export to indicate where the target of a link should be displayed. Choose from drop-down list Used in conjunction with Actuate Attribute |
new |
| File Format Name | Optional |
The name of the format for the file type(s) Choose from drop-down list Only applicable at the collection and deliverable unit level |
|
| File Format Version | Optional |
The version of the format for the file type
Separate multiple versions using a semicolon Leave blank for digital objects containing multiple file formats |
1.4; 1.5 |
| File Size | No | The size of the digital file | |
| Checksum | No | A digital signature used for monitoring the integrity and authenticity of a digital file | |
| Checksum method | No | The algorithm used for generating checksums |
To create thumbnails add a third File Version record and fill in the following fields:
| FIELD | REQUIRED | CONTENT | EXAMPLES |
| File URI | Yes |
A URL to the thumbnail for the folder or file including https://buffalo.access.preservica.com/download/ |
https://buffalo.access.preservica.com/download/thumbnail/ |
| Publish | Yes | Select tick box to publish the thumbnail. | |
| Use Statement | Yes | Select the appropriate Type, for a image thumbnail, select Image-Thumbnail | Image-Thumbnail |
| XLink Actuate Attribute | Yes |
This attribute is used during export to indicate how the thumbnail should display. Choose from the drop-down list Used in conjunction with Show Attribute |
OnLoad |
| XLink Show Attribute | Yes |
This attribute is used during export to indicate where the target of link should be displayed. Choose from drop-down list Used in conjunction with Actuate Attribute |
Embed |
| File Format Name | Optional |
The name of the format for the file type Choose from drop-down list Only applicable at the collection and deliverable unit level |
JPEG File Interchange Format |
| File Format Version | No | ||
| File Size | No | ||
| Checksum | No | ||
| Checksum method | No |
Dates sub-record
| FIELD | REQUIRED | CONTENT | EXAMPLES |
|---|---|---|---|
| Label | Yes/Repeatable |
Describes the type of activity that the date signifies. Modified is preferable to Creation with describing digital materials, where a modified and creation date are present, creation date should be displayed first. A migration date signifies the date of file migration. A migration date is used when files are converted to a different file format for the purpose of long-term preservation. A migration date may be used in conjunction with a creation and/or modified date. |
Creation Modified MIgration |
| Expression | Yes | A natural language field used to express the date or date range of the materials | August 20 2017-August 31 2017 |
| Type | Yes |
Indicate the type for normalized date information, either a single date or a date range (inclusive or bulk). Choose from a drop-down list |
Single Inclusive Bulk |
| Begin | Yes | The date at which the material begins | 2017-08-20 |
| End | Yes | The date at which the material ends | 2017-08-31 |
| Certainty | No | ||
| Era | Yes | Indicates the period during which years are numbered, such as B.C. or C.E. | Defaults to “ce” |
| Calendar | Yes | Indicates the system of reckoning time | Defaults to “Gregorian” |
Extent sub-record
| FIELD | REQUIRED | CONTENT | EXAMPLES |
|---|---|---|---|
| Portion | Yes | Choose whole | Whole |
| Number | Yes |
Open numeric field used to express the number of units in the extent statement Express in gigabytes For files less than 1 MB, round up to 0.001 GB |
23.5 0.02 |
| Type | Yes |
A term indicating the type of unit used to measure the extent of the materials. Digital materials are measured in gigabytes |
Gigabytes |
| Container Summary | Yes | Open text field describing the number of files and optionally, the number of folders |
12,000 files 12,000 files, 82 folders |
Notes
| FIELD | EAD TAG | REQUIRED | CONTENT | EXAMPLES | ||
|---|---|---|---|---|---|---|
| Scope and Contents | <scopecontent> | Yes |
Describe the functions that created the digital materials, the types of records described, and the date ranges. Sometimes, a processor will edits an existing Scope and Content note. When adding description to an existing note, incorporate description of the born-digital material in a balanced way. Most often, this will be copied and pasted from the Scope and Contents note at the archival object level. |
Contains Arnold Berleant's digital manuscripts. Included are drafts, corrections, and limited correspondence with editors and peers. | ||
| Conditions Governing Access | <accessrestrict> | Optional | Use this field to inform researchers about special instructions needed to access the digital content. This is used at the digital object level if there are restrictions imposed on the files. |
Label = Restrictions Content = Organization charts, 2022 may only be accessed onsite within the library at this time. |
||
| General | Yes |
|
Label = File Manifest For example: <p>Adventures of Pi.doc 118784 BYTES 2010-08-22T15:33:32 Microsoft Word Document</p> <p>Adventures of Pi.pdf 131858 BYTES 2017-11-28T10:57:46 Acrobat PDF 1.5 - Portable Document Format</p> |
For instructions on creating assessments for digital material, see Assessments.