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 · 179
Michigan State University
How to Accession Electronic records to the Spartan Archive Storage Vault
DRAFT
3/15/12
How to Accession Electronic Records to the Spartan Archive Storage Vault
1. Receive transfer from unit, including transmittal form and inventory
2. Create Archivists’ Toolkit record
• Assign ‘A’ accession #
• Enter accession date (indicates accession created)
• Link to Resource (MSU unit/record group)
3. Provide accession #to unit
4. Add accession #to transmittal form
5. If transmittal form and inventory are paper, scan as PDFs. If transmittal form and inventory are
digital files, print a copy.
6. File paper version of transmittal form in records management files. Inventory should be stapled
to transmittal form, if available.
7. If necessary, create a folder in the Storage Vault for the record group. The name of the folder for
the record group should be the official UAHC record group number.
For electronic records coming in on hard drives or removable media:
8. Label hard drive or media with accession #.If more than one piece of hardware or media is in
the accession, label each with the accession #plus a sequential number. For example, Axxxxxx-‐-‐-‐
1, Axxxxxx-‐-‐-‐2, etc.
9. Write protect hard drive or media, if possible.
10. Connect hard drive or insert media on electronic records processing workstation.
11. Check for viruses on hard drive or media using the Kaspersky virus scanning utility.
• Connect hard drive or insert removable media as necessary
• Open Kaspersky.
• Select disk to scan.
• Click “Start Scan” button.
• If viruses are present, Kaspersky will identify the infected files and ask to quarantine
them. Agree to quarantine. (Steps in this case TBD.)

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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 · 179
Michigan State University
How to Accession Electronic records to the Spartan Archive Storage Vault
DRAFT
3/15/12
How to Accession Electronic Records to the Spartan Archive Storage Vault
1. Receive transfer from unit, including transmittal form and inventory
2. Create Archivists’ Toolkit record
• Assign ‘A’ accession #
• Enter accession date (indicates accession created)
• Link to Resource (MSU unit/record group)
3. Provide accession #to unit
4. Add accession #to transmittal form
5. If transmittal form and inventory are paper, scan as PDFs. If transmittal form and inventory are
digital files, print a copy.
6. File paper version of transmittal form in records management files. Inventory should be stapled
to transmittal form, if available.
7. If necessary, create a folder in the Storage Vault for the record group. The name of the folder for
the record group should be the official UAHC record group number.
For electronic records coming in on hard drives or removable media:
8. Label hard drive or media with accession #.If more than one piece of hardware or media is in
the accession, label each with the accession #plus a sequential number. For example, Axxxxxx-‐-‐-‐
1, Axxxxxx-‐-‐-‐2, etc.
9. Write protect hard drive or media, if possible.
10. Connect hard drive or insert media on electronic records processing workstation.
11. Check for viruses on hard drive or media using the Kaspersky virus scanning utility.
• Connect hard drive or insert removable media as necessary
• Open Kaspersky.
• Select disk to scan.
• Click “Start Scan” button.
• If viruses are present, Kaspersky will identify the infected files and ask to quarantine
them. Agree to quarantine. (Steps in this case TBD.)

Help

180 · Representative Documents: Workflows
Michigan State University
How to Accession Electronic records to the Spartan Archive Storage Vault
DRAFT
3/15/12
12. Accession files on hard drive or media into the Digital Shelf using Duke Data Accessioner.
• Open Duke Data Accessioner
• Under “Adapters” menu, select DROID and JHOVE adapters.
• Under “Metadata Managers, select Duke PREMIS.
• Enter your name, the accession number assigned, and the collection number.
• Click the button labeled “Accession Directory” and select the accession’s record group
folder in the Storage Vault.
• Click the disk icon and select the drive or media to be accessioned.
• Ensure that a logical name is entered into the Disk Name text box. For example, if the
accession includes several CDs, the first might be named CD-‐-‐-‐1, the second CD-‐-‐-‐2, and so
on.
• Click the “Disk Label” tab. Transcribe any appropriate label text into the box.
• Click on the “Additional Notes” tab and enter any pertinent information that a processor
might need to know about the original disk or the data. For example, file formats found
of the preserved files. Any restrictions could be noted here as well.
• Click the “Migrate” button. This will create a folder labeled with the accession number in
the record group folder. The new folder will contain a folder labeled with the assigned
disk name containing two files: (1) the contents of the media and (2) an XML file that
includes checksums, creation dates, and other metadata for the files on the media.
• Verify the creation of the new folder and files in the record group folder.
• Repeat the steps above for each hard drive or media in the accession. Each addition to
the accession will result in a new folder containing the contents of that media.
Additional XML markup will concatenate in the original XML file.
• For more on using the Duke Data Accessioner, refer to the Duke University Data
Accessioner guide, http://www.duke.edu/~ses44/downloads/guide.pdf.
13. Remove media. Place all media related to the accession in a folder/envelope labeled with date
of accession and accession number and store in the electronic records accession file drawer.
14. What to do with hard drive? (TBD)
15. Complete accession record in Archivists’ Toolkit
• Title – Unit ID, Unit Name
• Extent—in GB
• Summary (if needed)
• Date range
• Location—R Drive and/or Digital Accessions Drawer (for original media)
• Retention Rule (“Permanent”)
• Description of records. Include information about transfer mechanism, original media,
and any viruses in original transfer, if applicable.
• Link to external document (transmittal form). Use inventory field only if needed

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

178 · Representative Documents: Workflows
University of Michigan
Quality Assurance for BHL Web Archives
http://bentley.umich.edu/dchome/webarchives/BHL_WebArchives_QAguidelines.pdf
9/21/2011 13
ii. Decrease/increase maximum crawl time (1 or 36 hours)
iii. Recommend the deletion/addition of additional seed URLs on
the QA Spreadsheet.
c. While crawl schedules should be accurately set at the time of capture,
check with an archivist if the frequency for a site seems too low/high.
Common Issues and Problems with Web Captures
• Crawler traps: These are essentially infinite loops from which a robot is unable
to escape. Online calendars are among the most common examples. The
crawler will start with the present date and capture page after page of the
calendar until the crawl expires without preserving more meaningful site
content. The resulting capture may have a very large number of files and will
likely reach the maximum time setting before finishing.
• Unexpected seed redirects: The web crawler may be unexpectedly redirected
from the target seed URL and begin the crawl on a random page (sometimes
completely unassociated with the original seed URL). The redirection may
truncate the crawl, cause important content (such as a home page) to be
missed, or may lead to a crawler trap.
• Inaccurate seed URLs: Some sites require the crawler to start at a specific web
page instead of a basic domain name. For instance, the accurate capture of the
U of M Law School required http://www.law.umich.edu/Pages/default.aspx to
be included as a seed (instead of just http://www.law.umich.edu/). Other sites
will require the crawler to start at “.../home” or “…/index.html.” Failure to
include accurate seeds may result in a failed crawl, unexpected redirect, or a
crawler trap. The BHL QA specialist may need to visit the live website to
identify the exact URL from which the crawler should begin.
• Robots.txt files: A “robots.txt” file is an Internet convention used by
webmasters to prevent all or certain sections of websites from being captured
by a web crawler. The robots.txt must reside in the root of the site’s domain
and its presence may be verified by typing ‘/robots.txt’ after the root URL (i.e.
http://umich.edu/robots.txt). By convention, a web crawler or robot will read
the robots.txt file of a target site before doing anything else. This text file will
specify what sections of a site the robot is forbidden to crawl. A typical
robots.txt exclusion statement is as follows:
User-agent: *
Disallow: /
User-agent’ refers to the crawler *is a wildcard symbol that indicates the
exclusion applies to all robots and /applies the exclusion to all pages on the

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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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