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1. Download the sample_csv.csv file to your workstation

2. Rename it with an appropriate name for the set of files it is describing

3. Using an editor (Excel, Notepad++, BBEdit, etc…) add one row for each file

4. Fill out the information for the columns listed above: filename, beginning_year, ending_year, description

5. Save the updated CSV as a .csv formatted file

6. Upload the updated CSV to the Dropbox folder (so that it lives alongside the files that you uploaded)

Notify

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Distinctive Collections

When you are finished with your upload (of one file or of a collection of files) and the upload of the metadata CSV file, send an email to DDC to let them know that content is ready and give them the name of the CSV file that contains the list of files and associated metadata!

DART

DART is a desktop app that allows for verifiable data transfers. Once you have been in contact with Distinctive Collections (DDC) and have created a submission agreement, you will be added to a network folder to transfer files for yourself, DLC, etc. The steps below describe how to connect to that drive, download DART, and use it to transfer files to DDC.

Connect to the network drive

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1. To transfer records, open DART and go to Jobs > New.

2. Drag and drop any folders or files you want to transfer onto the blue-dotted line box in the DART window. When ready click Next >>.

   
3. Leave Package Format as is.

4. Under BagIt Profile, select the "MIT records transfer" profile (this option was imported during the set up above).
   

5. For Serialization, select ".tar".

   

6. Package Name should be as follows: the present date in YYYYMMDD format followed by _TheNameofYourOffice_01, for instance 20201109_OfficeOfThePresident_01 or 20250711_DAPER_01. This will be the name of the package produced in the new location.
   

   1. If you have multiple transfers to complete in the same day, increase the ending number by one for each additional transfer after the first one for that date. For instance the second transfer from the first example would be, 20201109_OfficeOfThePresident_02, etc.

7. Output path is the location where the files will be going to. This is already preset by default from setting up DART. The tool will automatically insert the package name you entered above.
   

8. Click Next >>

9. Enter or adjust any description related to the transfer (Bag Metadata) following the help text (hover over the "?" symbol to see the help text for each field).

   

10. Click Next >>

11. The Upload Targets page should be blank, this is only used when sending content to a cloud service, Click Next >>

12. On the next page, review the job.

    1. If you need to adjust something click Back>>

       

    2. If everything looks good, click the "Run Job" button

13. The progress screen will show when the package is created and validated.

    1. If it fails, you can try again or contact Distinctive Collections.
       

       
    2. If successful, please contact Distinctive Collections to confirm you've completed your transfer.
14. If you have additional transfers to make, return to step 1. If not, you are all done.
    

15. Please do NOT delete your original files until after you have received a notification from Distinctive Collections confirming receipt of proper transfer of the files. This may take several weeks.
     

    Warning
    Note: you cannot alter or add any files to the package after it has been transferred. If you need to do so, you will have to redo the transfer, please contact Distinctive Collections staff if that is necessary.

    
    

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