Qumulo-Based Digitization and Preservation Workflow

This document outlines the workflow and responsibilities for capturing digitized audio and video files directly to Qumulo working storage (lpa-qu-cls.nypl.org), using the amip share. The process includes digitization, file handoff, quality control (QC), and transfer to long-term digital preservation systems.

1. Capture and File Organization

1.1 Capture Options

Media Preservation Engineers (MPEs) may:

(a) Capture directly to their personal directory on the Qumulo amip share:
```
/Volumes/amip/bturkus/
/Volumes/amip/<username>/
```
(b) Capture locally, then use rsync to copy completed projects to the READY/ folder within their personal Qumulo directory:
```
/Volumes/amip/<username>/READY/
```

Use appropriate rsync flags (e.g., -rtv --progress) to preserve timestamps, resume transfers, and verify completion.

1.2 Directory Structure

Each Media Preservation Engineer’s personal directory should contain:

READY/ – For completed, QC-ready projects.
WORKING/ – (Optional) For in-progress files not yet ready for handoff.

Project subdirectories should be named using the Media Digitization Request (MDR) ID, optionally followed by barcode:

MDR0001424_33433087970004
MDR0001438

Avoid altering files or structure after placing a project in the READY/ folder.

2. QC and Review Handoff

2.1 Review Trigger

The presence of a project folder in READY/ signals that digitization is complete and the project is ready for QC.

2.2 QC Process

Designated QC staff will follow the procedures documented in the AMI Quality Control Workflow.

QC review includes technical and structural verification and may result in notes or rework requests.

2.3 EAVie Copy

As part of the QC process, staff will:

Copy service copy files (e.g., MP4 access derivatives) to the AWS-hosted repository used by the Early Access Viewer (EAVie), enabling internal staff access prior to full preservation ingest.

2.4 Post-QC Handoff

Upon successful completion of QC and the EAVie transfer:

QC Staff will move the project folder from READY/ to the _QCPass/ directory.
This action signals to the Digital Preservation team that the content is approved for final ingest.

3. Preservica Ingest

The Digital Repository Coordinator will monitor the _QCPass/ directory at regular intervals to perform preservation actions.

Current responsibilities include:

Copying all packages from _QCPass/ to Amazon Deep Glacier for short-term redundancy.
Ingesting all packages into Preservica, NYPL’s digital preservation platform.
Moving successfully ingested packages from the _QCPass/ folder into the _INGESTED/ folder.
Deleting projects from the _INGESTED/ directory once Deep Glacier and Preservica ingest are confirmed.

Note: Process details and automation scripts for Deep Glacier and Preservica ingest will be documented separately by the Digital Preservation team.

Roles and Responsibilities

Team	Responsibilities
Media Preservation Engineers	Capture or transfer digitization packages to `READY/`; maintain directory hygiene
QC Staff	Perform QC; log results; copy access files to AWS; move approved projects to `_QCPass/`
Digital Preservation Team	Monitor `_QCPass/`; copy to Deep Glacier; ingest to Preservica; move to `_INGESTED/` and delete post-verification