Physical Characteristics and Technical Requirements

Overview

The Physical Characteristics and Technical Requirements note is a combination of the Physical Access (4.2) and Technical Access (4.3) DACS fields which deal with either physical or technical barriers that might restrict or otherwise affect access to the materials being described.

MIT practice

Digital Material

Use this note when digital material is present in a collection. Note if a specific program, operating system, etc. are required to open the files, particularly if it is something that generally would not already be installed on the reading room or user’s computer. Note that if DDC is not able to provide access to required software to open the files and describe that a user may example the file(s) as is.

 Example:

Distinctive Collections does not have the software used to view some of the files in series 4, survey data, that are CricketGraph charts originally created on Mac OS System 6. You may view the files as is with no guarantees of proper rendering with available software on the reading room computer.

Legacy media

If legacy media (digital media or analog AV formats) is present in the collection that has not been transferred to Distinctive Collections digital storage, note its presence and type. Explain that in order to gain access it must first be migrated from the media. Instruct users who want access to the files on the media to submit a request and it will be reviewed for whether it is feasible with current resources.

Example:

Material in this collection is housed on 3.5” floppy disks and CDs that will require reformatting prior to researcher use. If you would like to access this material please submit a request and Distinctive Collections will evaluate whether it is feasible at this time with current resources.

Legacy media requiring outsourcing

If legacy media is present in the collection but DDC does not have the technical ability to migrate it, explain to users the situation such as a lack of required drive, etc. Instruct users who want access to the files on the media to submit a request and it will be reviewed for whether it is feasible with current resources to get the files migrated by a vendor.

Example:

Material in this collection is housed on Iomega Jaz disks that will require reformatting prior to researcher use. Distinctive Collections does not have in-house capacity to migrate this media currently. If you would like to access this material please submit a request and Distinctive Collections will evaluate whether it is feasible at this time with current resources to have a vendor perform this migration.

Conservation concerns

Use this note when materials need mediation from Wunsch Conservation Lab to access.

Example:

First part: State the issue - Material in this collection is fragile and/or oversize. Material is mold damaged.

Second part: Access to collection will be facilitated by the Wunsch Conservation Lab and may need up to 5 business days to schedule access.