Preparing Materials for Storage

Preparing Physical Materials

HD requirements

For information on HD box and enclosure requirements consult the HD web page "Transferring Materials to HD".

Label and Barcode

Labeling and barcoding does not have to happen co-currently although it can. Often a box will be labelled at an earlier date, close to when it is transferred to the IASC and then barcodes will be added when the box is ready to be moved to storage. For detailed instructions see: Labels and Barcodes

Update Top Containers in ArchivesSpace

Update Top Containers in ArchivesSpace with barcode information and after boxes are moved update the location information. If the location is not already in ArchivesSpace, see Creating Locations.

Update HD Shipment Manifest

Once the boxes are barcoded and the ArchivesSpace resource records are updated, add the boxes to the manifest for the current month located on IASC’s Google Drive under Workflows/Processing/HD Moves/HD Shipment Manifest. The manifest will ask you to list the collection name, collection number, box number, box type, barcode, and current location for each box that is ready for off site shipment. Add your initials to the rightmost column so the Archivist for Collections knows who to contact if she has any questions.

Schedule a Move

Once a month or as appropriate, the Archivist for Collections will arrange to move boxes to the Harvard Depository. The moves are scheduled with YourMove through Atlas. See the Google Doc on Scheduling a Move for more detailed instructions.

Preparing Digital Materials

Digital Preservation Storage

Preparation for Digital Preservation storage will be based on privacy and confidentiality of the files.These steps are outlined throughout the appropriate stages of this manual and are listed here for convenience.

1. You should follow the steps for digital screening detailed in the screening section to determine if there are any restrictions on the content.
   
2. The processor would indicate this through indication of the appropriate level of digital preservation commitment in the metadata CSV and in the rights metadata CSV (if doing so at the file-level) as outlined in the preparing for Archivematica section, if indicating restrictions on the full transfer package level, you should do so in through the Archivematica dashboard. In general, levels align with DDC access restrictions as follows:
   1. Material open to researchers (no restricted content) = level 3 (open) 
   2. MIT records restricted for 20 years (no PII) = level 4 (confidential)
      
   3. Corporation records restricted for 50 years (no PII) = level 4 (confidential)
   4. Records restricted for 75 years due to policy, statute, or law (FERPA, HIPAA, MA privacy law, attorney client privilege, personnel information, PII, etc.) = level 5 (regulated)
   5. Donor access restrictions as stated in the gift agreement = Level 4 (confidential)
      
3. Once processing in Archivematica, the processor chooses the appropriate storage space based on the level when asked for a AIP storage location in the ingest tab.
   

Digital Access Storage

Currently we do not create access copies unless requested by a user, in the future there should be a dedicated storage space for this and may be an additional step in the processing workflow. See the section of the reference manual for current practice of providing digital access copies to users (link) - documentation currently does not exist.