This documentation describes the various means to 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 (DDC).
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.
Before you start this workflow, if you have not already, you will need to create an accession record for the digital material that you’re working with, whether from an already processed collection or a new acquisition. See the steps in Preliminary Accession section [link] for guidance. |
Physical imaging or disk imaging of media and storage devices is the process of creating a bit for bit copy of the data on the original media. The archivist will determine whether this is necessary. See below for a non-exhaustive rationale of when to disk image or not to disk image.
When files are on 5.25” and 8” floppy disks and seem like they should be a permanent part of the collection based on a curator’s initial decision and information gathered on the disk label or supplemental material found alongside the disk.
When files on the media were stored during the process of creation such as correspondence, working documents, drafts of an individual’s writing, etc. or may hold some artifactual value.
When interactive features or certain functionality requiring a disk are important, such as DVD menus or software.
When logical transfer is impossible due to filesystem inaccessibility or it results in errors and incomplete files.
When you have no clue what is on the disk.
Note: In most of these cases, appraisal will still be done after the disk imaging process to determine whether to retain the image or only the files contained within.
When the media was used only to transfer files to Distinctive Collections or somewhere else.
When the media is a published item or item used for playback only and can function long term in a non-disk format.
When you know you only want to keep a portion of the files held on the piece of media.
When the files are deemed to not yield high value as disk images (i.e. users most likely won’t have interest in extracting portions of data on the disk that is not readily available through forensic means or need to recreate the computer in an emulated environment.)