The document outlines the agenda and activities for a series of workshops on workflows for born-digital archival materials. The workshops cover an overview of the born-digital workflow process including pre-accessioning, accessioning, processing, and delivery. Key activities discussed include surveying collections, imaging disks, assigning metadata, transferring files to storage, and making materials accessible to users. The document provides details on the specific tools, deliverables, and timeframes for each step in the born-digital archival process.

1. Workshops on
Born-Digital Materials Workflow
Peter Chan, Digital Archivist
Oct. 6, 2011

2. Workshops Agenda
• Oct. 6: Overview of Born-digital Workflow, Pre-accessioning (Digital
Material Survey), Accessioning (Media count, rehouse, label, media
photograph)
• Oct. 20: Accessioning (disk imaging using FTK Imager, create FTK
case, collection summary, AT accession record), Processing using
FTK(technical appraisal, search terms/patterns for sensitive
materials)
• Oct 27: Processing (labeling, bookmarking, report, processing notes
for finding aid)
• Nov 3: Delivery (Hypatia); Processing Images; Processing Emails

3. Week 1
• Confluence – Born Digital Archives
• Born-digital Workflow
• Born-digital Material Survey
• High Resolution Photos
• Preliminary accessioning
– Media count
– Media photo

4. Confluence
• https://consul.stanford.edu/display/bda/Home
• Centralized place to put documents, presentations,
notes, tips, etc.
• Now
– Presentations
– Workflow
– Forensic Lab equipment
– Manuals
– Miscellaneous

5. Born Digital Archives

6. Born-Digital Workflow – Textual Files
Pre- Delivery &
Accessioning Processing
Accessioning Access
Physical control Restricted files
Users view collections (remote or in-
Survey collection
person)
Extract technical metadata
Quarantine & run virus check
Users register & agree to terms of
Analyze feasibility
Assign descriptive metadata use
Create disk image
Assign rights metadata
Enhanced curation Generate summaries Users browse and search materials
Create display derivative
Photograph media & labels
Create finding aids
Legal agreement Users tag & annotate items
Create/update accession record
Create catalog record
Prepare for accessioning Users submit requests
Transfer data to secured storage Transfer files with metadata and
display derivative to delivery platform

7. Pre-Accessioning
Tools /
Activities Deliverables
Person
Survey collection AIMS Digital Material Survey Survey results
Analyze feasibility Digital Archivist Resources defined
High resolution photos of
Enhanced curation GigaPan Robot + Canon EOS T1i
workspace
Legal agreement template
Legal agreement Legal agreement / attachments
(MSWord)
Transfer method / time
Prepare for accessioning Digital archivist
determined

8. Accessioning
Tools /
Activities Deliverables
Persons
Control of media, files held
“Physical” control Manual / SecureFX™ / Others
locally
Quarantine & run virus check Sophos™ Virus free files
Create disk image FTK™ Imager Disk image, audit log, image log
Generate summaries AccessData FTK Summary report
Photographs of labels and
Photograph media & labels Canon EOS T1i with copy stand
media
Create/update accession record Archivists’ Toolkit (AT) AT accession record
Transfer data to secured
SecureFX™ Files on secure network
storage

9. Processing
Tools /
Activities Deliverables
Persons
Restricted files AccessData FTK™ Files flagged & restricted from view
Extract technical metadata AccessData FTK™ Various [see below]
Assign descriptive metadata AccessData FTK™ Descriptive data added via ‘labels’
Assign rights metadata AccessData FTK™ Access data added via ‘labels’
Create display derivative Transit Solution™ HTML version of original files
Create finding aid Archivists’ Toolkit EAD
Catalog Record links to born-digital
Create catalog record SirsiDynix
files
Transfer files to delivery platform [many steps] Files, etc. deposited in repositories

10. Delivery & Access
Tools /
Activities Deliverables
Persons
Users view collections Web or stand-alone Hypatia or Reading
(remote or in-person) delivery Room computer
Users register & agree to Web registration & Signed electronic
terms of use agreement form agreement
Users browse and search Search results: metadata
Hypatia, EAD
materials and digital objects
Users tag & annotate Digital objects tagged -
Hypatia
items associated with user IDs
Requests routed by
User submit requests Email link
repository

11. Digital Material Survey
• https://docs.google.com/document/d/1mTdgo2-
6wOPzodyGZOhsatkQzq-YQOdjfrvDWYHI-
OQ/edit?hl=en_US&pli=1
• Part I: This part of the survey is designed to be a
prompt sheet for phone / face-to-face interview
with donors by curators / digital archivists.
• Part II: This part of the survey is designed to be
filled out by digital archivists regarding technical
details of the tools used to create digital material.

12. High Resolution Photo

13. Gigapan Robot

14. High Resolution Photo
• Stanford Memorial Church high resolution photo
taken in April 2009 (483 megapixels)
http://peterchanphoto.com/?p=5
• Office of Henry Lowood, Curator for History of
Science & Technology at Stanford
taken in April 2011 (130 megapixels)
http://gigapan.org/gigapans/73156/?auth_key=e
f4e83ae48de5735a93e767a17688978

15. Feasibility Study
• Equipment (punch card reader, tape reader,
etc.)
• Passwords
• Outsource
– Recovery for 1 hard drive $2,500
– Reformat tape to CD/DVD: $150 per tape plus the
output media and shipping. $25 for a DVD.

16. AT Accession Record
• Media count
• Computer count
• Size in MB/TB, etc.
• No. of files
• Link to
– Image log spreadsheet
– Collection summary from FTK

17. Media Count
• Media count by
– 3, 3.5, 5.25, 8 inch. floppy diskettes
– Zip disk
– Open reel, cartridge tape
– CD, DVD, Optical disk
– External hard drive
• Computer
– Desktop / Portable
– Mac / PC / Others

18. 8-inch, 5.25-inch, and 3.5-inch floppy

19. Smith Corona DataDisk 3-inch floppy

20. 100MB Zip Disc for Iomega Zip

21. Open Reel Tape

22. Cartridge Tape

23. Punch Cards

24. Apple II

25. Commodore C64 SX-64

26. Kaypro 10 portable computer

27. Media Label /Rehouse
• Label
– Use “Call No._CMxxx” as label name, 0.5 x 1.875 inch.
label
– Template http://www.avery.com/avery/en_us/Templates-
%26-Software/Templates/Labels/Return-Address-
Labels/Return-Address-Label-80-per-sheet_Microsoft-
Word.htm?N=0&refchannel=c042fd03ab30a110VgnVCM1
000002118140aRCRD
• Re-House
– Follow the same box no. naming convention as other
materials (paper, av, etc.).

28. Media Sleeve

29. Rehouse Media

30. hollingermetaledge.com

31. hollingermetaledge.com

32. Canon EOS Utility

33. Live View Shooting

34. Filename
• Photographing media
– Use ““Call No._CMxxx “ as filename
– If more than 1 photo is taken, add _1 for first and
_2 for second photo, etc. (e.g. front, back, box,
etc.)
– Use computer to control the camera if you have
more than 20 media to photo; otherwise, just use
stand alone camera.
– Store all photos in “Media Photo” folder

35. Preference

36. Media Photo

37. Media Photo

38. Media Photo

39. Media Photo