Describing Digital Materials in Finding Aids

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1 Describing Digital Materials in Finding Aids Versin 2.0 March 14, 2013 Intrductin Staff frm the Michigan Histrical Cllectins, University Archives and Recrds Prgram, and Digital Curatin adpted the fllwing cnventins t standardize the descriptin f digital materials in Bentley Histrical Library finding aids. These guidelines are subject t peridic review and revisin. Key Terms Brn-digital materials: refers t electrnic recrds and ther cntent (MS Office files, PDFs, image, audi, r vide files, etc.) that were riginally created and/r stred in a digital envirnment (such as a web servers, desktp cmputers, digital cameras, digital vide recrders, etc.) Digitized materials: refers t materials that are digital derivatives f riginal paper r analg items and were created thrugh scanning r anther digitizatin prcess. Cmpnents Dates: Inclusive and bulk dates shuld reflect the time perid in which the intellectual r artistic cntent f digital materials was riginally created r used. Fr digitized materials, recrd the date(s) when the riginal paper r analg materials were created r actively used. Please nte that the creatin r last mdified date fr the digital files depsited in Deep Blue may be mre recent than the dates recrded in the finding aid. Extent: The extent f digital materials will be expressed as the cntent s vlume Use the unit f vlume (KB, MB, GB, r TB) that expresses the extent in the mst cncise and apprpriate fashin. Fr example, 1.2 GB is preferred t KB. This vlume will nt include archived websites in the Web Archiving Service, since these typically will increase in size every year and wuld require the revisin f a great many finding aids. Extent: 3 linear feet and 3.8 GB 1

2 Digital Material Nte: This nte will be reserved t identify the lcatin f remvable strage media within the cllectin r recrd grup. Digital Material: CD-ROMs in Bxes 2 and 4; 3.5 flppy disks in Bx 12. Abstract: The abstract shuld specifically mentin the presence f digital materials, including frmat types r genres (i.e. audi files r Office files ). It is nt necessary t list mime types r file extensins in the abstract. Digital Prcessing Nte: A brief, standardized statement with a link t a mre in-depth dcument will be included after the scpe and cntent nte. Digital Prcessing Nte In preparing digital materials fr lng-term preservatin and access, the Bentley Histrical Library adheres t prfessinal best practices and standards t ensure the authenticity, integrity, and security f material. Fr mre infrmatin n the library s digital prcessing prcedures and plicies, please see Cntent may be available as individual files r a ZIP archives cntaining multiple files. Scpe and Cntent Nte: The cllectin-level scpe and cntent nt shuld nte the presence f digital Series-level scpe and cntent ntes shuld include: A clear and thrugh verview f the intellectual cntent/subject matter f the digital A parenthetical reference t the vlume f digital cntent fr the individual series r subseries in an apprpriate unit (KB, MB, GB, etc.). An verview f the media types r genres (i.e. audi files, vide files, still images, wrd prcessing dcuments, spreadsheets, etc.). Special attentin t special r unique file frmats. 2

3 Scpe and Cntent Nte (cnt.) It is nt necessary t list all the file extensins fund within a given series (i.e..pdf,.docx,.jpg, etc.). Archivists shuld use their discretin t determine if it is apprpriate t mentin specific file frmats fund in series (i.e., the series includes 20 pdcasts in.mp3 audi files ). T indicate the relative wealth r paucity f material packaged in ZIP files, it may be apprpriate (but nt required) t cite the number f files therein (i.e. includes 3.ZIP files that cntain 12,320 files ). As with paper materials, it is apprpriate t nte if the digital materials in a series required significant rganizatin r rearrangement. General Nte n the Cntainer List: Digital bjects may be packaged fr depsit int Deep Blue at varius levels: series, sub-series, flder, r item. At the bare minimum, the finding aid must describe each individual item that is depsited int Deep Blue. This level f descriptin is imprtant s that a link t the digital bject may be inserted in the finding aid. If ne r mre directries have been packaged int a.zip file: The prcessr shuld list majr subdirectries a better indicatin f the available If these flder names are nndescript, abbreviatins, r therwise bscure, it may be necessary t prvide a mre cmplete flder title r supply a parenthetical nte with additinal infrmatin. Lcatin (Bx N): In lieu f a Bx Number (i.e. Bx 1 ), use the term fr pen/unrestricted digital Use the term Clsed fr restricted digital If the library has bth digital derivatives and riginal paper and analg materials, retain the riginal bx number and include a <da> element at the end f the line t link t the digital item. Date: As mentined abve, the unit date shuld reflect when the intellectual cntent f the digital (r riginal paper/analg) material was created/actively used. 3

4 D nt use the creatin r last mdified date fr the files depsited in Deep Blue. Frmat T indicate the nature f the digital bject, indicate the file extensin in a physical facet nte immediately after the date r parenthetical nte field. Use shrtcut alt p-f r select frm the list f macrs. Include the extensin (in caps) and perid. Viewed with the paragraph marks and frmatting symbls shwn: %pfe(.pdf)%pfe Viewed withut the paragraph marks and frmatting symbls: (.PDF) <da>: The <da> tag is used t prvide a direct link in the EAD finding aid t the depsited material. It may be selected frm the Wrd Styles menu. Fr archived websites in the Web Archiving Service, use the link t the CDL landing page fr the site (r, if necessary, a direct link t a page). Fr material in Deep Blue, use the unique numerical prtin f the Deep Blue handle (i.e. Examples: Archived Web site: Deep Blue: /92219 Restrictins: Access restrictins shuld be nted at the lwest level at which the applicable digital material is packaged and described. This culd be at the level f series, flder, r item. The prcessr shuld enclse the restrictin statement in brackets, and then use the apprpriate restricted style frm the BHL finding aid templates (using a bld fnt style). In additin t standard UARP restrictins applied t executive, persnnel, and student materials and thse related t HIPAA r attrney client privilege, the library will nte when digital materials are accessible nly via the reading rm: [Restricted: reading rm nly] Order f elements: 1. Unit title 4

5 2. Unit date 3. Ntes (if any) 4. Frmat 5. Restrictin r da link Examples f Cntainer Lists Open cntent in Deep Blue; individual files Wmen's Histry in Michigan Science and Engineering Oral Histry Prject Audi recrdings Ajzenberg-Selve, Fay, 2007 (.WAV) /83521 Buckley, Paulita, 2007 (.WAV) /83518 Carter, Barbara, 2007 (.WAV) /83528 Transcripts, 2007 (.ZIP) /83524 Open cntent in Deep Blue; multiple directries in a.zip file Digital Materials Ann Arbr Prjects, 2006 (.ZIP) /89903 Fuller Rad Exhibits Great Street Tlkit Restricted cntent Allen Lichter, Dean Crrespndence, (.ZIP)[ER Restricted until January 1, 2028] Digitized Material, with riginal paper/analg items Bx 1 Essays Fun, Fun, Fun: The Price f Fun, undated Scientific Saw Hammering, ca (.ZIP) /89927 The American Sul Aflame, undated (.ZIP) /

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