docs.rockarch.org
Rockefeller Archive Center Documentation

Digital Media Transfer Workflow

Digital Media Transfer Overview

This is the Rockefeller Archive Center’s documentation for digital media inventorying and transfer workflows. The term “digital media” is used to describe the various data storage devices records creators use to store born digital material. Examples of the types of digital media items that these workflows address include optical disks, hard drives, flash drives, and 3 1/2 inch and 5 1/4 inch floppy disks.

The workflows were developed in order to empower archivists to preserve and process collections consisting entirely of digital media, as well as to process digital media items found in mostly analog or mixed collections. Their use supports the RAC’s objective to preserve and provide access to archival records, regardless of format.

Required Steps for Transferring Digital Media at the RAC

Our objectives are to inventory and transfer digital media items, ensure they are free of viruses and malware, and store them on the Digital Records (X) drive. To successfully perform these actions, various tools, hardware, and workstations are used in the following ordered steps:

  1. Inventory digital media item(s) in ArchivesSpace and the assigned Digital Media Log Asana project when the item(s) are encountered during accessioning/processing.
  2. Transfer digital media items using appropriate hardware and tools. Document the actions taken in the Digital Media Log. Hand off to Digital Media (DM) archivists.
  3. DM Archivists will review the copied files for viruses and personally identifiable information (PII).
  4. DM Archivists will move all output files (copied files and reports) to the X:Drive/Processing/Disk Images folder.

Documentation Components

  • Inventorying Digital Media: Instructions for when and how to inventory digital media in both ArchivesSpace and the Digital Media Log.
  • Transfer Instructions: Instructions for identifying the correct method for transferring digital media, as well as steps for imaging different types of digital media.
  • File Review: Instructions for checking files for viruses and personally identifiable information (PII). After all files are confirmed clear of viruses, they are moved to the X:Drive.
  • Troubleshooting: Description of common imaging error warnings and instructions/solutions for troubleshooting imaging of different types of digital media and other workflow procedures.