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The Digital Transfer Tool is a web app for sending small amounts of material to Distinctive Collections. The instructions for use are found in the app, on the Submission Instructions tab.
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DART
Connect to the network drive
- Log on to VPN using the PrismaAccess VPN through the GlobalProtect software (instructions here). Change your gateway to the "GP-Lib-Gateway" in the GlobalProtect settings.
- Follow these instructions (choose the documentation for your operating system, Windows 7 instructions will work for Windows 10) to connect to the Distinctive Collections records transfer drive. When asked for a folder or server location, use the address listed in this document. The network drive will have a folder in within it with your DLC's name or acronym that you will use for the destination in step 9.
- Download and install Exactly on your computer following the quickstart guide pages 1-3.
- Once Exactly is open, go to the menu along the top and click Exactly> Import and select the location of the Exactly metadata template that you gained access to from the Distinctive Collections titled - MITRecordsTransfer01.xml
Once loaded, the template will have added input fields in the Metadata section, which if not expanded already you can open by clicking the 'show' link next to that section header.
Fill out the fields with information about the transfer. Contact-Name should be your name and job title.
- as the output path under Install DART, step 3 below.
- Continue to the install DART section.
Install DART
To install DART, go to the DART docs page and download the file under "Download" for for your system.
Double-click the installer after download and follow the prompts on screen.
There should now be a shortcut on your desktop. Click the shortcut and DART should open.
Import settings
Go to Settings > Import Settings
Select the Import from URL option
Enter this URL: https://raw.githubusercontent.com/jfcarrano/archives-docs/master/dart_settings/MIT_RecordsTransfer_settings.json
The settings import will show if it is successful on screen.
- For the file output question, enter the file path to folder on the Distinctive Collections records transfer drive (mentioned above in Connect to the network drive, step 2). The end result will be similar to the image below, for example if the records are from DAPER, it would be on Windows: R:\DAPER or on Macs: /Volumes/records-transfer/DAPER.
Click Finish (confirm this)
Once complete, you should now be ready to start using DART.
Using DART
Go to Jobs > New
Drag and drop any folders or files you want to transfer onto the DART window. When ready click Next >>.
Under BagIt Profile, select the "MIT records transfer" profile
For Serialization, select ".tar"
Package Name should be as follows: the present
In the Title field above the metadata section, you should create the title as follows: the date in YYYYMMDD format followed by _TheNameofYourOffice_01, for instance 20201109_
SchoolOfScienceOfficeOfThePresident_01. This will be the name of the
folder package produced in the new location.
- If you have multiple transfers to complete, 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_
SchoolOfScience- OfficeOfThePresident_02, etc.
You may have multiple transfers if the total size of the transfer is large, see Info box under step 8 for more details.- You can select individual files or full folders. Use the + symbol next to the Source field if you need to add multiple files, etc. in different locations.
Output path is the location where the files will be going to. This should already be preset by default when you set up DART.
Click Next >>
Enter or adjust any description related to the transfer following the help text (hover over the "?" symbol to see this for each field).
Click Next >>
The Upload Targets page should be blank, this is only used when sending content to a cloud service, Click Next >>
On the next page, review the job, you can go back if you need to adjust something by clicking Back>>, if not, click the "Run Job" button
The progress screen will show when the package is created and validated. If it fails, try the process again or contact the digital archivist.
Please do NOT delete your original files until after you have received a notification from Distinctive Collections that we have successfully added the files to your department’s collection. This may take several weeks.
- For the Destination, select the location using the Browse button where the files will be going to, on Windows: navigate to the drive you mounted in step 2 and select the folder with your DLC's name or acronym. The end result will be similar to the image above, for example on Windows R:\DAPER or on Macs: /Volumes/records-transfer/DAPER.
- Click the Save button in the metadata section.
- Click the Transfer button in the top right of the window.
Progress will show in the log box on the right (for large transfers there may not be any indication of progress for a while). If the transfer fails, try again or contact the Distinctive Collections staff at rmprogram@mit.edu
Please do NOT delete your original files until after you have received a notification from Distinctive Collections that we have successfully added the files to your department’s collection. 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.
For the Source, use the Browse button to select the location where the files currently reside.
Exactly sometimes does not work with a path directly to a file at the top-level of a drive, such as X:\filename.txt. If selecting individual files you may need to have your files within a sub-folder and select individual files.
| Info |
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Exactly has a limit of 150 GB per transfer. Large transfers can be very slow especially from off campus. If you have a large total size of files over 10 GB consider sending multiple transfers. |