Inventorying Digital Media Items

Step 1: Inventory in ArchivesSpace

• Inventory digital media item(s) in ArchivesSpace when the item(s) are encountered during accessioning/processing. Initial description of any digital media items inventoried during accessioning can be created in an FA shell record.
• Describe digital media items in a sibling relationship to their parent units (e.g. file for standard processing) with the same box and/or folder instances. Do not create a child relationship to represent the association between the digital media item and the parent unit.
• Alert the Digital Media Archivist that digital media has been found within a collection. The Digital Media Archivist will either assign the archivist a pre-existing Digital Media Log or create a new one. The Digital Media Archivist maintains the Digital Media Asana Portfolio.

Step 2: Inventory in the Digital Media Log

Use the assigned Digital Media Log Asana project to inventory all digital media items. During the inventorying stage, only fill out the following fields within the Digital Media Log:

• Name: title of the item, as described in ArchivesSpace
• AS RefID: copy/paste the ArchivesSpace RefID of the item
• Digital Media Format: select the type of media from the drop-down menu

If the item’s format does not appear in the “Digital Media Format” list, it cannot be transferred in-house, so you must fill out the Digital Media Vendor Transfer form.

Next Step: Transfer Instructions