Processing Plan and Workflow

Processing Plan

Each collection should have its own processing plan. While there may be some unique elements to every plan, the following items should remain the same: 

AIP convention:

One piece of media will correspond to one AIP. Disk images, captured metadata, photographs, and (if applicable) readme files will all be produced for each item. 

Naming convention:

Each group of media in the collection, by format, will be assigned a numerical code for naming convention purposes. These will be:

01 – 3.5 inch floppy disks

02 – Optical media

03 – Zip disks

04 - 5.25 inch floppy disks

Directory structure: 

Base convention for directories/naming 

AAAaccessionNumber_mediaGroupNumber_mediaNumber (folder)

            AAAaccessionNumber_mediaGroupNumber_mediaNumber_diskimage (folder)

            AAAaccessionNumber_mediaGroupNumber_mediaNumber_media_photographs (folder)

            AAAaccessionNumber_mediaGroupNumber_mediaNumber_readme (optional – text file)

Example:

2017009_01_001 (folder)

            2017009_01_001_diskimage (folder)

                                      2017009_01_001_diskimage.E01 (the disk image file)

                                      2017009_01_001_diskimage.log (the log of the disk image process)

            2017009_01_001_media_photographs (folder)

                        2017009_01_001_01.jpg (digital photograph of the physical media)

2017009_01_001_02.jpg (if necessary - second digital photograph of the physical media)

            2017009_01_001_readme (optional text file)

Processing Workflow at a Glance

Preparation and Documentation

1. Accession of digital media.
2. Creation of digital media log for inventory and processing (spreadsheet). Document each piece of media. For collections that have already been inventoried, import the description column.
3. Assign unique identifiers to each piece of media. These should follow the designated naming convention and can serve as a way to document original order of the media in the collection.
4. Create file directory structure. Depending on the size of the collection it may be more expedient to create the directory at the command line. Review Creating directory structures in Terminal for instructions. 
5. Photograph all media and name images according to naming convention. 

 Bit-level preservation

1. Write-protect disks when possible. 
2. Create disk images of media using BitCurator Guymager, FTK Imager, Tableau or KryoFlux. Please keep in mind that any plans to use the KryoFlux at the Harry Ransom Center will need to be initiated by the archives curator and then coordinated with the digital archivist at the HRC. 
3. Document any special issues that occur during imaging (disk blank, proprietary software, unable to image) in a readme file that should be kept with the rest of the metadata related to each piece of media. 
4. Complete mounting tests and record results in log.
5. Generate UUIDs. 
6. Bag disk image directories according to media format. ***** this process still needs to be documented, previous instructions were at the item level
7. Upload completed bags to UT Box for safe-keeping until items have been vaulted. 
8. Transfer completed AIPs to Digital Archivist at UT Libraries. External hard-drive will be physically given to archivist. Bags will be logged in Digital Stewardship records, a SIP will be generated and a vault request ticket to DevOps with be submitted. Once vaulting is complete AAA will be notified! 

 Rehousing

1. Rehouse physical media into Tyvek enclosures. 
2. Coordinate with AAA archivists to decide where/how media should be stored. 

Description and Access