SPEC Kit 329: Managing Born-Digital Special Collections and Archival Materials · 193
yale univerSity
Beinecke Rare Book & Manuscript Unit, Processing Manual. Electronic Files
5.6.7.4 Notes notes
Preservation actions that results in changes to the file, such as migration, should be
documented in a note element in accordance with DACS 7.1.4 See also RAD 9.8B10b.
For example:
Electronic files migrated by National Data Conversion from the original word-
processing software (WordStar for CP/M) to Wordstar 4.0 for DOS and to ASCII
to maintain readability of data. Technical specifications are filed with media in
Restricted Fragile.
Expanding on DACS 7.1.4, in an effort to be more transparent about the reproduction
process, document refreshment or ingest into the local digital repository. For example:
Electronic files migrated by National Data Conversion from the original word-
processing software (WordStar for CP/M) to Wordstar 4.0 for DOS and to ASCII to
maintain readability of data. Wordstar 4.0 for DOS and ASCII files refreshed into the
Yale University Library Rescue Repository. Technical specifications are filed with media
in Restricted Fragile.
5.6.7.5 Series and Subseries Headings
Local practice is to apply the term “Electronic Files” to series and subseries headings.
Electronic Files is preferred to Computer Files, the AACR2 GMD (AACR2 1.1C1), as a
broader and ostensibly more accurate term, one, for example, that can encompass
electronic or born-digital files created on contemporary portable devices (such as digital
cameras, cell phones, PDAs, etc.) not commonly identified as computers. Electronic
Files is preferred to Electronic Records in order to distinguish materials created or
received by individuals common to personal papers from records created or received in
the course of institutional activity. Electronic is also preferred to Digital as a broader
term, encompassing both analog and digital formats.
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