Disk imaging and logical transfer workflow

This documentation describes the various means to transfer digital collections material so that we have it in an accessible digital format in a storage location managed by the Department of Distinctive Collections (DDC).

In order to accession your files into the collections you will need to transfer the files into digital archival storage using one of the methods below.

Package naming conventions

Whether you are creating a disk image or logical transfer, the resulting files will be stored in a folder to contain the transferred data.

Archival material

Archival material will have a package name based on the accession number.

• Follow the steps in the Creating Accession Records in ArchivesSpace manual. This accession record will be updated as you go through this workflow, at this point it is important to have an accession number which you can use for folder naming purposes.  This will be one accession for all of the media contained in an unprocessed portion of a collection or a new unaccessioned transfer. If it is part of an unaccessioned transfer with analog records, everything will be accessioned together.
• For single-part transfers:
  • use the accession number and replace the dash with an underscore 
  • append "acc" at the end.
  • Example: 2020_029acc
• For multi-part transfers:
  • use the accession number and replace the dash with an underscore
  • append a three digit number _001, etc. depending on the number of packages
  • Example: 2020_029_001. 2020_029_002, and so on

• Create a folder based on this naming in the D:\BCShared01\processing folder on the processing computer.

Publications

Born-digital publications packages will be based off the Alma record ID in the catalog record.

1. Alma record ID, ex.  990020406690106761 or  000804114 (older records have shorter IDs)
2. Append "pub" at the end

3. After that, append _### to the end in order to account for multiple packages or versions. If you have multiple parts or transfers, increase the number by 1 for each subsequent part. You should pad zeros if it is less than a 3 digit number. For instance, 001, 002, etc. 

   You should always have _001 appended at least, even if you only have 1 package.

4. Example: 990020406690106761pub_001 or an older record:  000804114pub_001.

5. Create a folder based on this naming in the D:\BCShared01\processing folder on the processing computer.
6. In general, retain the original filenames given by the producer of the publication
7. In situations where no filename exists, ex. when creating a disk image of physical media, use the barcode assigned to the media.

Physical imaging or logical transfer

Physical imaging or disk imaging of media and storage devices is the process of creating a bit for bit copy of the data on the original media including deleted, hidden, and system files. The other option is to do a logical transfer (similar to copy and paste) of all or a portion of the files in the storage media. The archivist will determine whether this is necessary through appraisal. See below for a non-exhaustive rationale of when to disk image or not to disk image. If you do not have access to the digital media or are getting files by network transfer, you can proceed to the logical transfers section.

Disk Imaging: when to disk image

• When files are on 5.25” and 8” floppy disks and seem like they should be a permanent part of the collection based on a curator’s initial decision and information gathered on the disk label or supplemental material found alongside the disk. 

• When files on the media were stored during the process of creation such as correspondence, working documents, drafts of an individual’s writing, etc. or may hold some artifactual value.

• When interactive features or certain functionality requiring a disk are important, such as DVD menus or software.

• When logical transfer is impossible due to filesystem inaccessibility or it results in errors and incomplete files.

• When you have no clue what is on the disk.

 If you decide disk imaging is necessary, proceed to the disk imaging section.  

Logical Transfers: when not to disk image

• When the media was used only to transfer files to Distinctive Collections or somewhere else.

• When the media is a published item or item used for playback only and can function long term in a non-disk format.

• When you know you only want to keep a portion of the files held on the piece of media.

• When the files are deemed to not yield high value as disk images (i.e. users most likely won’t have interest in extracting portions of data on the disk that is not readily available through forensic means or need to recreate the computer in an emulated environment.)

If you choose not to disk image, proceed to the logical transfers section.

Next steps

Once you have transferred your files using on of the the workflows above, you have a couple options.

1. If you will be unable to process the content within 30 days, proceed to the Preparing for Archivematica section and ingest the content into Backlog in Archivematica. Once you are ready to process the files, if your content falls with that described in step 2 below, continue processing it from Backlog. If it is more complex, download a copy from Backlog and follow step 3.
   
2. If the material is straightforward or very small and ready for processing through Archivematica (no surveying, appraisal, arrangement, or preservation actions like disk image extraction needed) proceed to Preparing for Archivematica section if you are ready for that. Once the content is in preservation storage, you can begin the Description section of this manual when adding information to the finding aid.  
3. If the material is more complex, proceed to the Surveying section of this manual and follow the instructions there.