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In order to accession your files into the collections you will need to transfer the files into digital archival storage using one of the methods below.
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Package naming conventions
Whether you are creating a disk image or logical transfer, the resulting files will be stored in a folder to contain the transferred data.
Archival material
Archival material will have a package name based on the accession number.
- Follow the steps in the Creating Accession Records in ArchivesSpace manual. This accession record will be updated as you go through this workflow, at this point it is important to have an accession number which you can use for folder naming purposes. This will be one accession for all of the media contained in an unprocessed portion of a collection or a new unaccessioned transfer. If it is part of an unaccessioned transfer with analog records, everything will be accessioned together.
- For single-part transfers:
- use the accession number and replace the dash with an underscore
- append "acc" at the end.
- Example: 2020_029acc
- For multi-part transfers:
- use the accession number and replace the dash with an underscore
- append a three digit number _001, etc. depending on the number of packages
- Example: 2020_029_001. 2020_029_002, and so on
Create a folder based on this naming in the D:\BCShared01\processing folder on the processing computer.
Publications
Born-digital publications packages will be based off the Alma record ID in the catalog record.
- Alma record ID, ex. 990020406690106761 or 000804114 (older records have shorter IDs)
- Append "pub" at the end
After that, append _### to the end in order to account for multiple packages or versions. If you have multiple parts or transfers, increase the number by 1 for each subsequent part. You should pad zeros if it is less than a 3 digit number. For instance, 001, 002, etc.
Info You should always have _001 appended at least, even if you only have 1 package.
Example: 990020406690106761pub_001 or an older record: 000804114pub_001.
- Create a folder based on this naming in the D:\BCShared01\processing folder on the processing computer.
- In general, retain the original filenames given by the producer of the publication
- In situations where no filename exists, ex. when creating a disk image of physical media, use the barcode assigned to the media
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Physical imaging or logical transfer
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If you choose not to disk image, proceed to the logical transfers section.
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Next steps
Once you have transferred your files using on of the the workflows above, you will have to perform a couple of steps so that it's ready for processing through Archivematica. Proceed to this a couple options.
- If you will be unable to process the content within 30 days, proceed to the Preparing for Archivematica section and ingest the content into Backlog in Archivematica. Once you are ready to process the files, if your content falls with that described in step 2 below, continue processing it from Backlog. If it is more complex, download a copy from Backlog and follow step 3.
- If the material is straightforward or very small and ready for processing through Archivematica (no surveying, appraisal, arrangement, or preservation actions like disk image extraction needed) proceed to Preparing for Archivematica section if you are ready for that. Once the content is in preservation storage, you can begin the Description section of this manual when adding information to the finding aid.
- If the material is more complex, proceed to the Surveying section of this manual and follow the instructions there.