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
Currently, everything is stored on network drive storage from acquisition to preservation so there is no preparation for storage needed other than going through the needed processing steps. As digital preservation storage is implemented, preparation for storage will be based on privacy and confidentiality of the files.
The proposed workflow would involve the steps for digital screening detailed in the screening section [link] to determine if there are any restrictions on the content. Then, the processor would indicate this in some way and the files would be sent to the appropriate storage once processed and sent through Archivematica. If no screening is done or there is uncertainty about the presence of PII etc. in the files, you should default to the highest level of storage (i.e. level 5). See the storage rules matrix [link] for what type of content goes to which level.
Here is the description of the levels of digital preservation in brief: