Archival Processing Documentation: Digital Materials
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Extent Required, Repeatable
Appraisal Information Optional Arrangement Required Conditions Governing Access Required Processing Information Required |
ExtentEAD element: <physdesc> | DACS 2.5 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. Examples:
Appraisal InformationEAD element: <appraisal> | DACS 5.3 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. Example: Temporary and deleted files were removed from this collection according to the Library’s digital preservation and privacy policies. ArrangementEAD element: <arrangement> | DACS 3.2 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.)? If the files have been re-arranged by the processor into a new folder structure, indicate this. May repeat at series and component-level. Examples: "Born-digital materials are integrated into their corresponding series based on content. The original order of the files is retained." Conditions Governing AccessEAD element: <accessrestrict> | DACS 4.1 Use this field to inform researchers about special instructions needed to access the digital content. Label = Special Viewing Instructions Example: Processing InformationEAD element: <processinfo> | DACS 8.1.5 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. Examples: 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. Examples: "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." |
Describing series and sub-series in 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.)
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Date Required, Repeatable
Extent Required, Repeatable Arrangement Required Physical Characteristics and Technical Requirements Optional Processing Information Required |
DateEAD element: <unitdate> | DACS 2.4 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. ExtentEAD element: <physdesc> | DACS 2.5 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. ArrangementEAD element: <arrangement> | DACS 3.2 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.)? If the files have been re-arranged by the processor into a new folder structure, indicate this. May repeat at component-level. Physical Characteristics and Technical RequirementsEAD element: <phystech> | DACS 4.3 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 componenet-level. Processing InformationEAD element: <processinfo> | DACS 8.1.5 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. |
Describing files in 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.)
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Date Required, Repeatable
Extent Required, Repeatable Arrangement Required Conditions Governing Access Required Physical Characteristics and Technical Requirements Optional Processing Information Required Scope & Content Required File Manifest Required |
DateEAD element: <unitdate> | DACS 2.4 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. ExtentEAD element: <physdesc> | DACS 2.5 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. ArrangementEAD element: <arrangement> | DACS 3.2 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.)? If the files have been re-arranged by the processor into a new folder structure, indicate this. May repeat at series and component-level. Examples: "Born-digital materials are integrated into their corresponding series based on content. The original order of the files is retained." Conditions Governing AccessEAD element: <accessrestrict> | DACS 4.1 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 RequirementsEAD element: <phystech> | DACS 4.3 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. Processing InformationEAD element: <processinfo> | DACS 8.1.5 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. Scope and ContentsEAD element: <scopecontent> | DACS 3.1 This field provides a more detailed description of the materials that are in the archival object and context for the material. It should not explain every item in the folder but rather give the researcher a general idea of what to expect from the folder, helping them to determine if it might be useful. In other words, why would a researcher use this folder? Begin the note by restating the folder title. File ManifestA file manifest that includes file name(s), last modified date(s), and file format(s) as generated by DROID or Karen's Directory Printer. Exception: Use of this note is at the discretion of the processor (i.e. if a folder contains images taken with a digital camera, file names may be a string of alphanumeric values and may not be useful to a researcher). Note type = General Label = File Manifest "Adventures of Pi.doc 118784 BYTES 2010-08-22T15:33:32 Microsoft Word Document" |
Basic Information
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Title | Required
Tag: <title> | XIP: <title> 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 folder being described.
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Identifier | Required
Tag: <refid> | XIP: <collectionref> 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.
Example: 464a6113-3deb-4903-805c-23a1db330c59 |
VRA Core level | Required
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) |
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Digital Object Type | Required
Tag: <typeOfResource Choose a generic term indicating the basic content type of the digital object from a drop-down list.
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Language | Optional
Tag: <language> | XIP: <language> The language of the material being described
Example: English |
Restrictions | Optional
Select this tick box if access restrictions exist
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File Versions record*
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Make Representative | Optional
Select for Electronic Record Access System file version
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File URI | Required
File URI is supplied by Preservica. Edit URL to remove all text except the URL
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Publish | Optional
Select tick box to publish the Electronic Record Access System file version only.
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Use Statement | Required
Select tick box to publish the Electronic Record Access System file version only.
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XLink Actuate Attribute | Required
This attribute is used during export to indicate how the digital object should display. Choose from drop-down list Used in conjunction with Show Attribut |
XLink Show Attribute | Required
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 |
Thumbnails / Third File Versions
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File URI | Required
https://buffalo.access.preservica.com/download/
thumbnail/deliverableUnit_UUID |
Publish | Required
Select tick box to publish the thumbnail.
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Use Statement | Required
Select the appropriate Type, for a image thumbnail, select Image-Thumbnail
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XLink Actuate Attribute | Required
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 |
XLinkShow Attribute | Required
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 |
Dates sub-record (repeatable for creation, modified, and migration dates)
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Label | Required / 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. |
Expression | Required
Represents the dates covered by the materials in free text form.
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Type | Required
Indicate if the date is for Single, Bulk, or Inclusive Date(s) from the controlled value dropdown list.
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Extent sub-record
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Portion | Required / Repeatable
"Whole"
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Number/Type | Required
Open numeric field used to express the number of units in the extent statement. Express in gigabytes, i.e., 23.5, 0.02.
For files less than 1 MB, round up to 0.001 GB. |
Container Summary | Required
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Notes
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Scope & Contents | Optional
Use only if present in the linked component
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General | Required
Label = File Manifest
Exception: Use of this note is at the discretion of the processor (i.e. if a folder contains images taken with a digital camera, file names may be a string of alphanumeric values and may not be useful to a researcher).
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