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Archivist Workstation Processing Instructions

 

  1. Arranging and Describing Archives from a Workstation
    1. Navigating the Drive
    2. Processing
    3. Entering your collection in ArchivesSpace
  • Archivists processing electronic records without using FTK or ePADD will receive an external hard drive or thumb drive with copies of files to be arranged.

  • Attach the drive to your workstation.

  • Open CMS and navigate to the collection’s media log.

Information in the media log will assist with processing. You will need to update fields at various points during processing.

Arranging and Describing Archives from a Workstation

The goal of the arrangement and description phase is to approximate the process in which an archivist works with a physical collection. By using their workstation the archivist will be able to appraise records as they are contained on their original media, create a set of intellectual components (arrangement), summarize the logical extents (size) and date ranges of the components, and enter them into CMS and ArchivesSpace.

  • Double-click the drive icon to display the drive folders in Windows Explorer.
  • The folders will have the following structure:
    • /M12345_workingfiles
      • /M12345-0001
        • /metadata
        • /objects
  • The metadata folder contains metadata created during the transfer of the files. The .csv provides a file directory listing of the files which will provide additional information regarding the files (similar to the path view in FTK). You can open a .csv file in Microsoft Excel.

  • The objects folder contains the files to be arranged. A Bagit transfer will contain a data folder within the objects folder. In this case, the data folder contains the files to be arranged.

Processing

  • Appraise the files. Ascertain the arrangement of the files. Use information like file naming conventions, how the files relate to each other, and whether there are possible duplicates. You can sort the .csv file by size, checksum, date, file , or path.

  • Create a new folder named /M12345_FAcomponents on the drive you received at the same folder level as /M12345_workingfiles when you are ready to arrange files. Within this folder create a folder for each FA Component using the following naming convention M12345_ER_1, M12345_ER_2. Move the files into the new FA Component folders as your process the files.

  • Calculate the size of each FA Component by right clicking on the FA Component folder and selecting Properties from the drop down menu to get the file count and byte extent, when you are done processing.

Entering your collection in ArchivesSpace

ArchivesSpace Instructions