Managing Born-Digital Special Collections and Archival Materials, SPEC Kit 329 (August 2012)

Nelson, Naomi L.; Shaw, Seth; Deromedi, Nancy; Shallcross, Michael; Ghering, Cynthia; Schmidt, Lisa; Belden, Michelle; Esposito, Jackie R.; Goldman, Ben; Pyatt, Tim

SPEC Kit 329: Managing Born-Digital Special Collections and Archival Materials · 153
Workflows

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SPEC Kit 329: Managing Born-Digital Special Collections and Archival Materials (August 2012) resources

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SPEC Kit 329: Managing Born-Digital Special Collections and Archival Materials · 153
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152 · Representative Documents: Format Policies
Rutgers University
RUcore. Video and Moving Image Objects
http://odin.page2pixel.org/standards/latest/RUcoreStandards-Video.pdf
RUcore Media Standards Working Group: RUcore and NJDH Standards Analysis for Moving Image Objects
I. Beard, I. Bogus, E. Gorder, N. Gonzaga, B. Nahory, R. Sandler Version 4 – Last Reviewed 9 August 2010 Last update: 8/9/2010
Progressive download standard for older objects
Prior to September 2010, the standard for progressive-‐download presentations videos were as follows, but has since
been deprecated with the use of the single-‐source MP4 spec listed above:
• If permissions permit: one progressive-‐download video clip
o Flash Video Format (.FLV), using ON2VP6 Codec
o For 4:3 – Minimum of 640 x 480 resolution (square pixels), 30 frames per second, multi-‐pass encoding
o For 16:9 -‐ Minimum of 854 x 480 resolution (square pixels), 30 frames per second, multi-‐pass encoding
o Data rate of 512 kbps
o Key frames inserted every 30 frames. This rate should be adjusted when necessary.
Our experimentation has shown these output settings to be an ideal compromise, producing a clip viewable
at acceptable quality on a computer screen while providing a reasonably manageable file size. Users
choosing to view this format will need to download the latest version of a free Macromedia Flash Plug-‐in,
provided by Adobe Systems, Inc.

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SPEC Kit 329: Managing Born-Digital Special Collections and Archival Materials (August 2012) resources

154 · Representative Documents: Workflows
Duke University
Accessioning Workflow
Accessioning Workflow
1. Donor Agreement received
2. Media physically secured (create separation sheets if necessary to preserve original order)
3. Record accession information AT
4. Assign Barcode (use double barcodes for separation sheets as appropriate)
5. Photograph media
6. Acquire media content (disk image or copy)
7. Record checksums
8. Scan content for PII &Viruses
Exceptions
i. Check donor agreements for existing policies
ii. If none apply: negotiate restriction, return, or destruction with donor
iii.Comply with agreements
iv.Record restrictions &actions taken
9. Move content to Dark Storage
10. Securely erase local copy
General Policies
● Electronic media received by RBMSCL should only be accessed in read-only mode
Media with a USB interface must use the write-blocker
Firewire &eSATA drives must be mounted in read-only mode
● No media received by RBMSCL shall be reused for any other purpose.
● Electronic media shall never leave the custody of RBMSCL/UA except for:
Preservation activities (e.g. specialized data recovery services) under the direction of
the Electronic Records Archivist (requires the use of a signed transfer form)
Very large volume transfers copying to ITS secure network storage by ITS staff under
the direction of the Electronic Records Archivist (requires the use of a signed transfer
form)
● All media should be clearly marked with the accession number and/or collection name.
Label bands or dedicated storage boxes with labels are preferred. Avoid directly labeling
the media if possible.
● If there is an unavoidable delay in transferring the data to the secure network storage, a record
for the data will be added to the electronic media transfer queue so that the need for the
transfer is documented and attended to in a timely manner.
● RBMSCL/UA transfer drives (used by archivists visiting the donor):
Shall be clearly labeled
Used only by permission of the Electronic Records Archivist
Shall be cleared only after transfer to ITS secure network storage has been verified and
then only by the Electronic Records Archivist
Archivists shall request the donor NOT purge copied files until transfer has been verified
Seth Shaw — last modified Jul 20, 2011 04:13 PM

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Page 9Survey Results click to expand contents

Page 91Representative Documents click to expand contents

Page 93Job Descriptions click to expand contents

Page 113Collection Policies click to expand contents

Page 121Gift/Purchase Agreements click to expand contents

Page 127Format Policies click to expand contents

Page 153Workflows click to expand contents

Page 197Selected Resources click to expand contents

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SPEC Kit 329: Managing Born-Digital Special Collections and Archival Materials (August 2012) resources

SPEC Kit 329: Managing Born-Digital Special Collections and Archival Materials (August 2012) resources