This documentation describes how to connect devices to a processing computer in order transfer digital collections material so that we have it in an accessible digital format in a storage location managed by the Department of Distinctive Collections.
Preliminary Steps
The first task is to identify the type of media you are imaging or transferring files from. The University of Texas, San Antonio has created a guide that is helpful in identifying common types of media, it is available here: http://lib.utsa.edu/knowyourmedia/
Preliminary Accession record
Create an accession record for the digital material that you are working with, for now it will just be a brief record so that you have an accession number to use with the resulting digital package. 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.
Follow the steps in the Creating Accession Records in ArchivesSpace [link] document. 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.
Once you have your stub accession record, create a folder in the shared folder and title it with the accession number with an underscore instead of a dash and acc at the end, for instance: 2020_029acc. If accessible in BitCurator (sometimes won’t show up) or using Windows, the folder can be created either C:\ArchProcessing or on the FRED, C:\Users\DSLabAdmin\ArchProcessing. If not accessible on BitCurator, you can use an external hard drive.
Label and photograph the media
We will want to label each piece of media in order to keep track of where the files came from and for easy identification. If the item is just a transfer device, we will end up not keeping the media. We will label each item as we’ll label each of the resulting packages: Accession Number underscore item number. For instance 2020_029_001 would be what you write on the first item labeled.
For 8’’, 5.25’’, and 3.5” disks, write on the disk label.
For USB devices or hard drives, you can use photo envelopes, artifact tags, or writing on it with a Sharpie (for things like larger external hard drives).
For optical media, write with a Sharpie on the inner ring of the disk (the portion without a reflective surface on the back). You should also write on the housing (sleeve or jewel case).
Before starting on the transfer process, photograph the outside of the media for reference when describing the object later. If the media has hand-written text on the label or other contextual information, we will retain this photograph along with the transferred files.
Connecting drives and devices
- Floppy drives
- Zip disk drives
- Jaz disk drives
- Optical disc drives
Our processing computers have an optical disk drive for CDs and DVDs. If you are using a different computer without an optical disc drive, use the USB connected disc drive.
If using the USB connected disc drive, plug it into your computer (the remaining steps are the same for either drive).
Press the small rectangular button on the front of the drive and it should pop open.
Place the disk label-side up on the tray, matching it up with the circular part of the tray.
Close the tray until you hear it click shut.
Proceed to the Imaging section for how to transfer the actual files.
Memory card readers
We have a multi-card reader that has a number of slots for memory cards.
Plug the USB connector into the write blocker and the write blocker into the processing computer’s USB port. See below for instructions.
Identify the type of memory card and insert it into the correct slot.
Proceed to the imaging or transferring materials section for how to transfer the actual files.
Hard drives and storage devices
The sections below should cover the most-commonly encountered hard drives and storage devices. We have adapters for some other types listed below, contact the digital archivist if what you need does not appear on this list.
USB
Option 1: FRED UltraBay 3d write blocker
The FRED UltraBay 3d is your first choice for USB hard drives as it has the fastest USB connection (USB 3.0) of any of write-blockers.
Option 2: Tableau write-blocker
The Tableau write blocker is your second choice because it uses a slower USB interface (USB 2.0 than the write blocker on the FRED).
Find the Tableau write-blocker.
Connect the power connector (5 pin din connector) to the write blocker making sure you orient it correctly (the flat part should be facing up. Plug the other end into the wall outlet.
Connect the mini-USB into the write blocker and the standard USB into the processing computer.
Plug in the USB cable from the hard drive into the USB port on the write blocker.
Press the power button the write blocker (the circle with the line through the center).
The drive should now be recognized on the processing computer.
Proceed to the imaging or transferring files section.
IDE hard drives
IDE hard drives are generally older and connect via an IDE connection. They require a different type of write blocker to connect to the processing computer than a USB drive, although the same one as the SATA drive.
Option 1: FRED UltraBay 3d write blocker
The FRED UltraBay 3d is your first choice for IDE hard drives it is on the more powerful computer.
Option 2: Wiebetech write blocker
The Wiebetech write blocker is your second choice as it is on a less powerful computer.
Find the Wiebetech write blocker.
Before connecting the drive, make sure it is jumpered as a “master” device. You can often find the different configurations on the top of the hard drive or through searching online by the type and brand of hard drive.
Attach the 4-pin molex cord to the 4-pin molex outlet on the back of the hard drive.
Connect the other end of the cord (ATX power cord) into the square “Power Out” port on the write blocker.
Put one end of the 40-pin IDE cable into the write blocker. The pink pin 1 line on the cable will be on the left. There is also a notch on the bottom of the cable plastic connector which will guide you to putting it in the correct way.
Put the other end of cord with the flap on it with the pink pin 1 line on the cord so it’s on the left when facing the back of the drive. There is also a notch on the bottom of the cable which will guide you to putting it in the correct way.
Plug the USB 3.0 cord into the write blocker and the other end into the processing computer.
Plug the DC power cord into a power outlet and the other end (circular jack-like power plug) into the write blocker.
Flip the power switch on the top of the write blocker.
On the on-screen menu, select “SELECT MODE: WRITE-BLOCKED” will appear, you should then press the enter button on the keypad. If write blocked is not the mode that appears on the screen, use the up and down buttons to move to that mode and press the enter button.
The drive should now be recognized on the processing computer.
Proceed to the appropriate Imaging section.
SATA hard drives
SATA hard drives are still a standard connection used on many internal hard drives. They require a different type of writing blocker than a USB device, although the same one as the IDE hard drive.
Find the Wiebetech write blocker.
Put one end into the SATA cable into the drive and the other end into the write blocker in the “SATA drive” port.
Connect the other end of the cord (ATX white power plug) into the square “Power Out” port on the write blocker.
Plug the USB 3.0 cord into the write blocker and the other end into the processing computer.
Plug the DC power cord into a power outlet and the other end (circular jack-like power plug) into the write blocker.
Flip the power switch on the top of the write blocker from 0 to 1.
On the on-screen menu, select “SELECT MODE: WRITE-BLOCKED” will appear, you should then press the enter button on the keypad. If write blocked is not the mode that appears on the screen, use the up and down buttons to move to that mode and press the enter button.
The drive should now be recognized on the processing computer.
Proceed to the imaging or transferring files section.
Computers
If you encounter an entire computer or laptop, consider consulting with the digital archivist about your best course of action. There are a few options:
If the computer could connect to the internet and is a modern operating system, install the appropriate software on the computer in question and follow the imaging section below.
Remove the hard drive from the computer and connect it to a processing computer, following the steps above for the relevant hard drive above.
Turn the computer on and connect it via its external ports to the processing computer and transfer the files following the appropriate imaging section below. Some computers have a specific transfer mode, such as Target Disk Mode for Macs.