From e38e4b42e999e42004bd72246abb27ef1ab58b89 Mon Sep 17 00:00:00 2001 From: DaltonAlves <110255670+DaltonAlves@users.noreply.github.com> Date: Thu, 9 May 2024 11:06:46 -0400 Subject: [PATCH] add existing project files --- .gitignore | 15 ++ Gemfile | 7 + Gemfile.lock | 90 +++++++++++ LICENSE | 21 +++ README.md | 2 + _config.yml | 4 + .../csv/MetadataScheme_GWSCRC_AudioVideo.xlsx | Bin 0 -> 88616 bytes .../csv/MetadataScheme_GWSCRC_Documents.xlsx | Bin 0 -> 37682 bytes assets/images/sidecar_upload.PNG | Bin 0 -> 19390 bytes borndigital/accessioning.md | 8 + borndigital/bestpractices.md | 104 ++++++++++++ borndigital/borndigital.md | 13 ++ borndigital/emails.md | 30 ++++ borndigital/framework.md | 150 ++++++++++++++++++ borndigital/guide.md | 92 +++++++++++ digitalcollections/digitalcollections.md | 60 +++++++ digitization/av/av_bestpractices.md | 51 ++++++ digitization/av/av_digitization.md | 9 ++ digitization/av/av_records.md | 23 +++ digitization/av/captions.md | 24 +++ digitization/digitization.md | 40 +++++ digitization/filenames.md | 82 ++++++++++ digitization/imaging/imaging.md | 8 + digitization/imaging/imaging_bestpractices.md | 51 ++++++ digitization/imaging/ocr.md | 8 + index.md | 7 + managing/accessupload.md | 47 ++++++ managing/audittool.md | 34 ++++ managing/creatingdaos.md | 42 +++++ managing/daos.md | 27 ++++ managing/managing.md | 7 + webarchives/colldev.md | 51 ++++++ webarchives/notes.md | 46 ++++++ webarchives/webarchives.md | 26 +++ 34 files changed, 1179 insertions(+) create mode 100644 .gitignore create mode 100644 Gemfile create mode 100644 Gemfile.lock create mode 100644 LICENSE create mode 100644 README.md create mode 100644 _config.yml create mode 100644 assets/files/csv/MetadataScheme_GWSCRC_AudioVideo.xlsx create mode 100644 assets/files/csv/MetadataScheme_GWSCRC_Documents.xlsx create mode 100644 assets/images/sidecar_upload.PNG create mode 100644 borndigital/accessioning.md create mode 100644 borndigital/bestpractices.md create mode 100644 borndigital/borndigital.md create mode 100644 borndigital/emails.md create mode 100644 borndigital/framework.md create mode 100644 borndigital/guide.md create mode 100644 digitalcollections/digitalcollections.md create mode 100644 digitization/av/av_bestpractices.md create mode 100644 digitization/av/av_digitization.md create mode 100644 digitization/av/av_records.md create mode 100644 digitization/av/captions.md create mode 100644 digitization/digitization.md create mode 100644 digitization/filenames.md create mode 100644 digitization/imaging/imaging.md create mode 100644 digitization/imaging/imaging_bestpractices.md create mode 100644 digitization/imaging/ocr.md create mode 100644 index.md create mode 100644 managing/accessupload.md create mode 100644 managing/audittool.md create mode 100644 managing/creatingdaos.md create mode 100644 managing/daos.md create mode 100644 managing/managing.md create mode 100644 webarchives/colldev.md create mode 100644 webarchives/notes.md create mode 100644 webarchives/webarchives.md diff --git a/.gitignore b/.gitignore new file mode 100644 index 0000000..f9f1d49 --- /dev/null +++ b/.gitignore @@ -0,0 +1,15 @@ +# Not sure what a .gitignore is? +# See: https://git-scm.com/docs/gitignore + +# These are directly copied from Jekyll's first-party docs on `.gitignore` files: +# https://jekyllrb.com/tutorials/using-jekyll-with-bundler/#commit-to-source-control + +# Ignore the default location of the built site, and caches and metadata generated by Jekyll +_site/ +.sass-cache/ +.jekyll-cache/ +.jekyll-metadata + +# Ignore folders generated by Bundler +.bundle/ +vendor/ diff --git a/Gemfile b/Gemfile new file mode 100644 index 0000000..d5810e3 --- /dev/null +++ b/Gemfile @@ -0,0 +1,7 @@ +source 'https://rubygems.org' + +gem "jekyll", "~> 4.3.3" # installed by `gem jekyll` +# gem "webrick" # required when using Ruby >= 3 and Jekyll <= 4.2.2 + +gem "just-the-docs", "0.8.1" # pinned to the current release +# gem "just-the-docs" # always download the latest release diff --git a/Gemfile.lock b/Gemfile.lock new file mode 100644 index 0000000..513caca --- /dev/null +++ b/Gemfile.lock @@ -0,0 +1,90 @@ +GEM + remote: https://rubygems.org/ + specs: + addressable (2.8.6) + public_suffix (>= 2.0.2, < 6.0) + colorator (1.1.0) + concurrent-ruby (1.2.2) + em-websocket (0.5.3) + eventmachine (>= 0.12.9) + http_parser.rb (~> 0) + eventmachine (1.2.7) + ffi (1.16.3) + ffi (1.16.3-x64-mingw-ucrt) + forwardable-extended (2.6.0) + google-protobuf (3.25.1-arm64-darwin) + google-protobuf (3.25.1-x64-mingw-ucrt) + google-protobuf (3.25.1-x86_64-linux) + http_parser.rb (0.8.0) + i18n (1.14.1) + concurrent-ruby (~> 1.0) + jekyll (4.3.3) + addressable (~> 2.4) + colorator (~> 1.0) + em-websocket (~> 0.5) + i18n (~> 1.0) + jekyll-sass-converter (>= 2.0, < 4.0) + jekyll-watch (~> 2.0) + kramdown (~> 2.3, >= 2.3.1) + kramdown-parser-gfm (~> 1.0) + liquid (~> 4.0) + mercenary (>= 0.3.6, < 0.5) + pathutil (~> 0.9) + rouge (>= 3.0, < 5.0) + safe_yaml (~> 1.0) + terminal-table (>= 1.8, < 4.0) + webrick (~> 1.7) + jekyll-include-cache (0.2.1) + jekyll (>= 3.7, < 5.0) + jekyll-sass-converter (3.0.0) + sass-embedded (~> 1.54) + jekyll-seo-tag (2.8.0) + jekyll (>= 3.8, < 5.0) + jekyll-watch (2.2.1) + listen (~> 3.0) + just-the-docs (0.8.1) + jekyll (>= 3.8.5) + jekyll-include-cache + jekyll-seo-tag (>= 2.0) + rake (>= 12.3.1) + kramdown (2.4.0) + rexml + kramdown-parser-gfm (1.1.0) + kramdown (~> 2.0) + liquid (4.0.4) + listen (3.8.0) + rb-fsevent (~> 0.10, >= 0.10.3) + rb-inotify (~> 0.9, >= 0.9.10) + mercenary (0.4.0) + pathutil (0.16.2) + forwardable-extended (~> 2.6) + public_suffix (5.0.4) + rake (13.1.0) + rb-fsevent (0.11.2) + rb-inotify (0.10.1) + ffi (~> 1.0) + rexml (3.2.6) + rouge (4.2.0) + safe_yaml (1.0.5) + sass-embedded (1.69.5-arm64-darwin) + google-protobuf (~> 3.23) + sass-embedded (1.69.5-x64-mingw-ucrt) + google-protobuf (~> 3.23) + sass-embedded (1.69.5-x86_64-linux-gnu) + google-protobuf (~> 3.23) + terminal-table (3.0.2) + unicode-display_width (>= 1.1.1, < 3) + unicode-display_width (2.5.0) + webrick (1.8.1) + +PLATFORMS + arm64-darwin-23 + x64-mingw-ucrt + x86_64-linux + +DEPENDENCIES + jekyll (~> 4.3.3) + just-the-docs (= 0.8.1) + +BUNDLED WITH + 2.3.26 diff --git a/LICENSE b/LICENSE new file mode 100644 index 0000000..7d510d0 --- /dev/null +++ b/LICENSE @@ -0,0 +1,21 @@ +MIT License + +Copyright (c) 2022 just-the-docs + +Permission is hereby granted, free of charge, to any person obtaining a copy +of this software and associated documentation files (the "Software"), to deal +in the Software without restriction, including without limitation the rights +to use, copy, modify, merge, publish, distribute, sublicense, and/or sell +copies of the Software, and to permit persons to whom the Software is +furnished to do so, subject to the following conditions: + +The above copyright notice and this permission notice shall be included in all +copies or substantial portions of the Software. + +THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR +IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, +FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE +AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER +LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, +OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE +SOFTWARE. diff --git a/README.md b/README.md new file mode 100644 index 0000000..d550d4e --- /dev/null +++ b/README.md @@ -0,0 +1,2 @@ +# Digital Services Documentation +Work in Progress diff --git a/_config.yml b/_config.yml new file mode 100644 index 0000000..5f246db --- /dev/null +++ b/_config.yml @@ -0,0 +1,4 @@ +title: GW SCRC - Digital Services +description: Documentation for GW LAI's Digital Services unit of the Special Collections Research Center. +theme: just-the-docs + diff --git a/assets/files/csv/MetadataScheme_GWSCRC_AudioVideo.xlsx b/assets/files/csv/MetadataScheme_GWSCRC_AudioVideo.xlsx new file mode 100644 index 0000000000000000000000000000000000000000..ea9fa3f92d1f6cf9eb46bb25ef6556fc96507a76 GIT binary patch literal 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zH;^tf&-@|K%~0q+R%&k!ASVk6Y=Y@_rr_|~lzlage^m@1o!AhjBLUkFh;cW|ziNqI z;@4=Z-E#_oRcMJUdKeg7Pi=x5l|T<2{|Z-*3w-1ISIzvd21~n1;4msP&wC)T7IymG Q!Q0o-)V)@q{xIZ!0mAbfZvX%Q literal 0 HcmV?d00001 diff --git a/borndigital/accessioning.md b/borndigital/accessioning.md new file mode 100644 index 0000000..01e3462 --- /dev/null +++ b/borndigital/accessioning.md @@ -0,0 +1,8 @@ +--- +layout: page +title: "Accessioning and Ingesting Born-Digital Records" +parent: Supporting Born-Digital Records +has_children: true +nav_order: 1 +has_toc: true +--- diff --git a/borndigital/bestpractices.md b/borndigital/bestpractices.md new file mode 100644 index 0000000..918d5fc --- /dev/null +++ b/borndigital/bestpractices.md @@ -0,0 +1,104 @@ +--- +layout: page +title: "Best Practices for Born-Digital Accessioning: Appraisal and Migration" +permalink: /borndigital/bestpractice/ +parent: Accessioning and Ingesting Born-Digital Records +grand_parent: Supporting Born-Digital Records +nav_order: 1 +--- + +# Best Practices for Born-Digital Accessioning: Appraisal and Migration + +LAI Digital Services + +Draft: 2023-11-30 + +## Background + +Quality appraisal and migration of digital records provides benefits that increase the long-term effectiveness of storage, preservation, and access. The costs of managing digital records provides incentive for practitioners to appraise records before ingestion into a repository’s digital collections when possible. Ultimately, the level of access that users can expect for born-digital records is impacted by the level of appraisal and migration afforded at the time of accessioning. + +The appraisal and migration of born-digital records can not be a wholly prescriptive practice. Practitioners must make decisions throughout the process based on the context of the records, their unique characteristics, and the limitations of technology, labor, and resources at hand. + +### Appraisal + +Not every record has value worthy of inclusion in an archival collection. Therefore, practitioners must assess value on some level to make decisions about what to accession. To do this, the practitioner must develop an understanding of the records, the context of the creation/use, and the broader information ecosystem in which they exist. In a digital context, appraisal has similar benefits as it does with physical records. Providing long-term preservation and access to archival records has significant costs. Appraisal makes archives easier to use and manage. + +It should be noted that with digital records there is often a desire to fall back on more traditional modes of appraisal. [Jenkinsonian](https://www.jstor.org/stable/40294205) inspired approaches are often taken, in part, because digital records take up no physical space. It’s perceived as easy to save everything that is transferred or offered to a repository in digital form. This is untrue. We know that these passive approaches towards appraisal accrue significant environmental, labor, and resource costs overtime. There may be value in the Jenkinsonian inspired methods for preserving [evidential value](https://dictionary.archivists.org/entry/evidential-value.html) of digital records, but the benefits are often outweighed by the costs. + +### Migration + +Migration encompasses the actions of acquiring, imaging, and transferring records into a repository's care. Migration may further develop the repository's understanding of the records. Decisions made during the migration process directly affect the experience that future users will have with the records. + +## Decision Matrices + +The below provides 3 possible scenarios that represent different levels of appraisal and migration. Practitioners might mix and match aspects of multiple levels depending on the characteristics of records and the resources available. A variety of tools, software, and hardware might be used to accomplish each task. + +### Level 1. Full Migration + +

Transfer

Understand/Review/Act

Documentation

Storage

  • Disk image (physical media)
  • File Transfer
  • Robocopy
  • Virus scan
  • Search and Remediate for PII/PPI
  • Perform file identification and review file formats. Migrate to preferred formats as necessary
  • Review for bad file names or junk files.
  • Review files for duplicate files.
  • Create and or update ArchivesSpace accession record
  • Capture information about physical media.
  • BagIt
+ +### Level 2. Intermediate Migration + +

Transfer

Understand/Review/Act

Documentation

Storage

  • Disk image (physical media)
  • File Transfer
  • Perform file identification
  • Review for junk files
  • Create and update ArchivesSpace accession record
  • Capture information about physical media
+ +### Level 3. Base-line Migration + +

Transfer

Understand/Review/Act

Documentation

Storage

  • Disk Image
  • File Transfer
  • Create and update ArchivesSpace accession record
+ +## Example Narratives + +### Example 1. University Office transferring records to the University Archives + +**Transfer**: The Office of the University President has transferred 40gb (1008 files) of records to the University Archives via file sharing platforms (Box, Google Drive, ect.) and internal systems (Office of Media Relation’s Digital Asset Management system). The University Archivist and Digital Services Manager compiled the files from various sources provided by the transferring office into a single submission information packet (SIP). A virus scan was not completed since the files previously existed solely within GWU systems. + +**Understand/Review/Act:** [DROID](https://github.com/digital-preservation/droid) was used to perform file format identification. No proprietary file formats were found, therefore no file formats were migrated/reformatted. [Simple python scripts](https://github.com/DaltonAlves/GWU/tree/main/DigitalAccesioning) were run over the directory to identify files with bad file names (invalid or non-ASCII characters), 0-bit (empty) files, duplicate files, and hidden subdirectories/files. Duplicate files were reviewed by the practitioner and removed from the SIP. No bad/junk files were identified, so no further action was taken. + +Through discussions with the transferring office it was determined that no restrictions apply to the records. In addition, the majority of the files were images with limited embedded metadata. Therefore, a PII search was not conducted. + +The arrangement of the files as they were transferred was relatively organized and provided some eventual value related to the creation of the records, so the arrangement was maintained. + +**Documentation:** An accession record was created in ArchivesSpace. The accession records include information about restriction status, extent of the accession, and the source and date of the transfer. + +**Storage:** The SIP was ingested into the SCRC preservation environment as an archival information packet. The contents of the AIP are registered in an inventory by the [simple audit tool](https://github.com/gwu-libraries/audit-tool). The URI of the AIP is linked to the accession record in ArchivesSpace. + +### Example 2. University Office transferring records with restrictions to University Archives + +**Transfer**: The Office of the University President has transferred 4mb (50 files) of records to the University Archives via file sharing platform (Box). The files were not created nor used in the environment (Box). Therefore robocopy (or similar tools) were not used to transfer the files. + +**Understand/Review/Act:** Per the University’s record retention schedule the records transferred are closed for a set period of time (50 years from date of record creation). An examination of the files indicated that the earliest file was dated 2021. Date information was appended to file names by the record creator, but in an sporadic manner. A python script was run over the files to standardize the date in the file name in YYYY-MM-DD formatting. This was done to facilitate access based upon the restriction. Spaces were also removed from file names and replaced with underscores. No PII search was conducted since the records will be closed for 50 years. A search for duplicate files was conducted and none were found. + +**Documentation:** An accession record was created in ArchivesSpace. The accession records include information about restriction status, extent of the accession, and the source and date of the transfer, and the restriction. BagIt was used to package the submission information packet. This also allowed for some basic metadata related to rights to be attached to the AIP. The 50 year restriction and lack of a PII search was noted in the BagIt info file. + +**Transfer:** The SIP was ingested into the SCRC preservation environment as an archival information packet. BagIt was used on the to package the SIP with relevant metadata including information about the restriction. The contents of the AIP are registered in an inventory by the [simple audit tool](https://github.com/gwu-libraries/audit-tool). The URI of the AIP is linked to the accession record in ArchivesSpace. + +### Example 3. Record creator electronically transferring records as part of personal papers collection + +**Transfer:** A record creator has transferred 450mb (168 files) of records as an accretion to an existing fonds. The records were transmitted via a file sharing platform (Box). A virus scan was completed on the files before ingestion into GW systems. Robocopy was not used because no physical media was used during the transfer and files were not used nor created by the record creator in the environment in which they were transferred. + +**Understand/Review/Act:** Through discussions with the record creator and examination of the files it was understood that the files were not systematically arranged by the record creator. Rather, they were accumulated over-time in a file sharing platform in an unorganized and inconsistent manner. NARA’s [Electronic Records Accessioning Support Tools](https://github.com/usnationalarchives/Electronic-Records-Accessioning-Support-Tools) were used to identify file formats, duplicate files, and to search for “funny” file names (non-ASCII characters). Many files were present in multiple file formats. For example, PDFs and text documents (.pages) containing the same content. Pages files are a proprietary document format supported only on Apple devices. To facilitate future use, unique pages files (files with no PDF extant equivalent) were migrated to the PDF/A file format. Duplicate files were not retained once it was confirmed that they existed in another preferred file format (PDF/A). + +Some arrangement was carried out to better structure the files after consultation with the record creator. Files were organized to be more consistent in a hierarchical structure (grouping together project files, organizing correspondence into subdirectories, ect). + +Documentation: An accession record was created in ArchivesSpace. The accession record includes information about restriction status, extent of the accession, and the source and date of the transfer. + +**Storage:** the SIP was ingested into the SCRC preservation environment as an archival information packet. The contents of the AIP are registered in an inventory by the [simple audit tool](https://github.com/gwu-libraries/audit-tool). The URI of the AIP is linked to the accession record in ArchivesSpace. + +### Example 4. Physical Media transferred with non-digital records + +Transfer: A record creator has transferred 2 linear feet of records as an [accretion](https://dictionary.archivists.org/entry/accretion.html) to an existing fonds. Within this material are physical media carriers containing born-digital records. A virus scan of the physical media was performed. Robocopy was used to migrate the files off of the physical media to retain file and folder attributes (timestamps, ownership information, and other attributes). A write-blocker device was used when handling the digital files on the physical media carriers. + +**Understand/Review/Act:** The physical media devices contained less than 1mb of data in about 20 files across approximately 10 media carriers (3.5 IN floppy discs). The files on each floppy did not contain file extensions (file formats), but upon closer examination they were identified as plain text files. The physical media did contain important contextual and descriptive information. This information was used in the archival description. It was decided not to photograph the physical media since the media would be retained within the collections. Unlike previous examples, the review of these files was done via mostly manual means because of the simplicity of the files and the amount of files. + +**Documentation:** The accession record was updated to reflect the information learned about the digital files: the extent (size and # of files) and dates (from the original timestamps). + +**Storage: The original files without file formats and migrated file formats (.txt files) were ingested as a single SIP.** The contents of the AIP are registered in an inventory by the [simple audit tool](https://github.com/gwu-libraries/audit-tool). The URI of the AIP is linked to the accession record in ArchivesSpace. + +## Thoughts for the Future + +While many appraisal and migration activities require the expertise of archivists and other practitioners the overall process leverages many tools that make the process scalable. These tools should be further explored to identify what works best for the needs of LAI and is usable given the available resources and skill sets of staff. + +Packaging of tools as microservices in a broader system to support digital accessioning has many benefits. Examples of these types of services include: [Archivematica](https://www.archivematica.org/en/), [Aurora](https://github.com/RockefellerArchiveCenter/aurora) (and the broader [Project Electron](https://github.com/RockefellerArchiveCenter/project_electron)), [FITS](https://projects.iq.harvard.edu/fits), [Preservica](https://preservica.com/), and [BitCurator](https://bitcurator.net/). + +In addition, ArchivesSpace and BagIt info files are currently the only available resources for recording and storing important administrative and preservation metadata information for AIPs. ArchivesSpace (and Encoded Archival Description) as a system of record is not ideal for these types of metadata. LAI’s digital stewardship program does not presently support broader use of XML-based metadata for management of digital objects outside of EAD. + +Further exploration of packaged microservices and more robust support for metadata is crucial as the scale and complexity of digital accessions increases. \ No newline at end of file diff --git a/borndigital/borndigital.md b/borndigital/borndigital.md new file mode 100644 index 0000000..2b53ad5 --- /dev/null +++ b/borndigital/borndigital.md @@ -0,0 +1,13 @@ +--- +layout: page +title: "Supporting Born-Digital Records" +permalink: /borndigital/ +has_children: true +nav_order: 2 + +--- +# Supporting Born-Digital Special Collections + +The Digital Services unit supports the accessioning and transfer of digital records into the collections of GWLAI. This work is focused on addressing the backlog of digital media found in GW LAI’s Specialized Collections and supporting the accessioning of new digital media and born-digital content. + +This work relates to workflows and tools that are necessary for ensuring the proper stewardship of digital records and is therefore closely related to the unit’s digital stewardship work. diff --git a/borndigital/emails.md b/borndigital/emails.md new file mode 100644 index 0000000..b9b2e31 --- /dev/null +++ b/borndigital/emails.md @@ -0,0 +1,30 @@ +--- +layout: page +title: "Working with Email Records" +permalink: /borndigital/emails/ +parent: Supporting Born-Digital Records +nav_order: 4 +--- +# Working with Email Records + +## Working with record creators and donors to transfer emails + +It is preferred that emails are transferred to SCRC as [Mbox](https://www.loc.gov/preservation/digital/formats/fdd/fdd000383.shtml) or [PST](https://www.loc.gov/preservation/digital/formats/fdd/fdd000378.shtml) packages. In some instances, it may be appropriate to accept PDF copies of emails messages. + +Record creators can prepare their emails for transfer by exporting them from their email service. For some email services, this process is quite simple. For others, it can require many steps and may require that they migrate their emails to a local email client. The Digital Services unit is available to assist record creators with this process. Instructions for exporting emails from services are often maintained by the services themselves. In addition, you can find third party guides like those managed by the [How to Archive It](https://howtoarchiveit.github.io/#) project. + + +In general, it may not be practical to accept an entire email inbox of a record creator. It is preferred that record creators curate their inboxes to prevent the transfer of personal, private, or out-of-scope emails. + +## Using Mailbag to Prepare Emails for Ingest + +The Mailbag project is a draft specification and mailbagit open source tool for preserving email archives using multiple formats, such as MBOX, PDF, and WARC. + +[Documentation for Mailbag](https://archives.albany.edu/mailbag/) is maintained by the M.E. Grenander Department of Special Collections & Archives, University at Albany, SUNY + +### Using Mailbag in a Docker container + +When creating PDF and or WARC derivatives, Mailbag should be run in a Docker container to minimize [security concerns](https://archives.albany.edu/mailbag/concerns/). + +## Providing Access to Emails +TBA diff --git a/borndigital/framework.md b/borndigital/framework.md new file mode 100644 index 0000000..577c10e --- /dev/null +++ b/borndigital/framework.md @@ -0,0 +1,150 @@ +--- +layout: page +title: "Framework for Born Digital Accessioning" +permalink: /borndigital/framework/ +parent: Supporting Born-Digital Records +parent: Accessioning and Ingesting Born-Digital Records +grand_parent: Supporting Born-Digital Records +nav_order: 2 +--- +# Framework for Born-Digital Accessioning & Appraisal + +Updated: 2023-11-01 + +## Scope + +Transfer of digital records related to [specialized collections](https://dictionary.archivists.org/entry/special-collection.html) into the care of GW Libraries & Academic Innovation. This primarily relates to born-digital records, but may also apply to digital surrogates that are transferred to GWLAI as digital records. This framework does not apply to digital surrogates produced by GWLAI. + +**Purpose and Goals:** + +_Digital accessioning_ activities should strive to maintain the [archival integrity](https://dictionary.archivists.org/entry/archival-integrity.html#.V1caG_krLiw) of digital records while preparing them to be ingested into a digital preservation environment. + +_Digital appraisal_ activities encompass both [the selection of digital records](https://dictionary.archivists.org/entry/appraisal.html) and the assurance that these records adhere to LAI’s digital preservation best practices. + +Some goals of these activities include: + +- Gather information before acquisition (if possible) +- Transfer materials to institution +- Identify and appraise media carriers +- Scan content for viruses/malware +- Identify temporary files and artifacts and software that is unwanted or unneeded +- File identification and format characterization +- Analyze for sensitive content +- Analyze for technical metadata +- Create/extract digital object metadata +- Assemble AIP and DIP +- Transfer AIP to preservation environment +- Create base-line documentation in ArchivesSpace (accession record) +- Use documentation and information generated from accessioning and appraisal to inform an initial processing plan + +## Narrative + +### Gather Information before Acquisition + +Pre-appraisal of digital materials should be conducted when possible. These pre-appraisal activities will guide decision-making related to the acquisition and transfer of digital records. They may also impact future preservation and access actions. + +Discussions with donors and record-creators should be conducted to produce documentation about media devices or files, the transfer process, and the shared vision between archivist and record creator regarding the preservation and access of the digital collections materials. + +Discussion points include: + +- Access restrictions (copyright, privacy, ect) +- Permission to crawl related networked and or web-based materials (Web crawling or scrapping of networked systems). +- Copyright + +_This step is recommended._ In some cases, digital records have already been transferred to LAI and it may be difficult or impossible to gather this information. + +### Transfer Materials to Institution + +Digital records may be transferred via web-based file transfer tools or via physical media devices. + +For physical media transfers, the physical carriers should be identified and appraised to identify media that does not need to be copied (duplicates, out-of-scope material, ect.). Disk images for physical media will be created. + +All digital files will be copied to a temporary staging location. + +_This step is mandatory_. The transferred files constitute the SIP in the [OAIS reference model](https://dictionary.archivists.org/entry/open-archival-information-system.html). + +### Virus Check + +For digital records stored on physical media devices, the virus check should be conducted before transfer to the temporary staging location. A write blocker must be used when conducting the initial virus check. For files transferred wholly via digital methods, the virus check will take place from the temporary staging location or if possible before transfer to LAI (conducted with the donor). + +In the event of infected items the entire image might be quarantined or specific infected files might be discarded. + +_This step is recommended._ + +### File Identification and Format Characterization + +Format characterization and file identification should be conducted to better understand the deposited material. This information will be used to guide future preservation efforts for the individual deposits, but also guide the overarching preservation strategy of the repository. + +This is especially important for born-digital content in which the diversity of file formats make preservation difficult past bit-level preservation. File and format analysis allows for aggregated decision making about functional-level preservation. + +File identification and format characterization is also used to create metadata that may be used during the processing of digital records. + +_This step is recommended._ + +### Analyze for Sensitive Content + +This step should build on information that was acquired during the pre-acquisition stage, if possible. Manual review of digital files may be possible for small deposits of records, but digital forensic tools should be used when possible. Manual reviews may neglect to find hidden or obscured sensitive content that could be embedded in files or file systems past the surface level. + +Sensitive Content may include records that were unintentionally transferred through human error or unknowingly through deleted or hidden files. + +_This step is recommended._ + +### Establish Fixity + +Fixity information is important provenance information that ensures the integrity of the records. In certain circumstances, fixity should be established prior to ingestion into a digital preservation environment. Fixity information may be used to demonstrate successful transfer of files from record creator to the repository. + +Once ingested into the preservation environment records are regularly checked for fixity using GWU LAI’s [Audit Tool](https://github.com/gwu-libraries/audit-tool). + +This step is mandatory. It is up to the archivist (record custodian) to decide when and how fixity is established. In most cases, fixity will be established when the AIPs are assembled. In some cases checksums may be generated earlier. + +### Assemble AIP + +The Archival Information Package is a collocation of the deposited records and any information gathered during the previous steps. This is the information package that is ingested into the preservation environment. + +_This step is mandatory._ + +### Assemble DIP + +The Dissemination Information Package is the access copy of the AIP. DIPs should, when possible, include enhancements like closed captions, alt-text, and sound/image quality improvements. + +DIPs may be served to patrons via digital access systems and repositories, but they may also be served on an ad-hoc basis. In an ad-hoc scenario, the DIP may not be assembled ahead of time. + +_This step is not mandatory, but in many cases recommended._ If a DIP isn’t assembled we can assume the digital objects are in a [dark environment](https://dictionary.archivists.org/entry/dark-archives.html) without public access. + +### Create Baseline Accession Record + +Accession records provide baseline documentation about digital objects’ acquisition and provenance. Information recorded should be related to: titles, accession numbers, date of material created, extent, copyright information, and processing status. + +_This step is mandatory._ Digital records may be covered under pre-existing accession records and or accession records that include non-digital records. + +## Potential Tools/Resources to Explore + +All of the below are open source tools unless noted otherwise + +| Tool/Resource | Scope | Notes | +| --- | --- | --- | +| [DROID (National Archives, UK)](https://github.com/digital-preservation/droid) | File Identification and Format Characterization | Has GUI; support for linux, windows, osx | +| --- | --- | --- | +| [Bagger (LoC)](https://github.com/LibraryOfCongress/bagger) | AIP creation | JAVA GUI and python library. JAVA GUI is possibly being phased out (LC releasing more info soon).

Started to outline an example [bagger profile](https://docs.google.com/document/d/1T_0A55HRgT1tUwntSo7Ple78SYXM_6R-LJg4SQgfmUc/edit?usp=sharing). This could be used with Bagger GUI/python OR Baggit Java library. | +| --- | --- | --- | +| [Exactly (AVP)](https://github.com/WeAreAVP/uk-exactly) | AIP creation and transfer to preservation environment | Bags and FTP transfer; also supports getting records transferred from record creators | +| --- | --- | --- | +| [Bulk_extractor](https://github.com/simsong/bulk_extractor) | Forensic analysis for PII/PPI | | +| --- | --- | --- | +| [Audit Tool](https://github.com/gwu-libraries/audit-tool) | Fixity check, inventory and monitoring. | Currently in use on LAI digital specialized collections material. | +| --- | --- | --- | + +Below are applications that contain many microservices including some of those listed above. + +| Tool/Resource | Scope | Notes | +| --- | --- | --- | +| Archivematica | | | +| --- | --- | --- | +| BitCurator | Disk imaging; file identification and format characterization; technical metadata extraction; forensic analysis for PII/PPI; AIP packaging | Deployed on Ubuntu VM. Supports PREMIS records. There was support for Aspace integration – no longer actively developed. | +| --- | --- | --- | +| [FITS (Harvard)](https://projects.iq.harvard.edu/fits) | Identifies, validates, and extracts technical metadata for a wide range of file formats.

Wrapper for a variety of open source tools. | Contains: Apache Tika, JHove, MediaInfo, Exiftool, National Library of New Zealand Metadata Extractor, DROID, FFIdent, File Utility

Command line and API | +| --- | --- | --- | +| FTK Imager | Disk imaging; Forensic analysis; some content analysis | **Proprietary.** | +| --- | --- | --- | +| Hyrax | File Information Tool Set (FITS) tool for technical metadata. Fixity via Fedora | | +| --- | --- | --- | diff --git a/borndigital/guide.md b/borndigital/guide.md new file mode 100644 index 0000000..ca872ce --- /dev/null +++ b/borndigital/guide.md @@ -0,0 +1,92 @@ +--- +layout: page +title: "Quickguide: Born-Digital Record Accessioning" +permalink: /borndigital/guide/ +parent: Accessioning and Ingesting Born-Digital Records +grand_parent: Supporting Born-Digital Records +nav_order: 3 +--- + +# Quick Guide: Born-Digital Record Accessioning + +Updated: 2024-01-04 + +This guide is for digital records that have not been accessioned nor processed. This workflow does not necessarily apply to digital records already processed within an existing collection. This workflow does not discuss description of digital records. It is limited to the accessioning and subsequent ingestion of records into the digital preservation environment. + +Part 1 is to be carried out by the processing archivist. + +Part 2 is to be carried out by the processing archivist and the Digital Services unit. + +Parts 3-4 are to be carried out by the Digital Services unit. + + +## Part 1 - Create Baseline Documentation and Notify Digital Services + +### Step 1 - Create a Baseline ArchivesSpace accession record + +This accession record may also include physical records. + +Estimate extent of digital content. This doesn’t need to be in terms of actual data (ex. 50 gigabytes, 1235 files, ect), but can be more abstract. For example, you can provide an estimate of the number of physical media carriers or the number of file transfers performed. + +Record information about transfer/provenance: Where did the files come from? How were they acquired? + +Include information about relevant restrictions or possible privacy concerns. + +### Step 2 - Create an item for the accession on the [SCRC Accessions](https://gwlai.monday.com/boards/922338846) Monday board + +### Step 3. Toggle the appropriate option for the “Digital Content?” field + +This will automatically notify the Digital Services unit of the digital content and place an item on [the Born-Digital Record Ingestion board](https://gwlai.monday.com/boards/4927199514). + +### Step 4. Provide content to Digital Services unit + +For physical media (harddrives, usb drives, legacy media, ect), you can provide the media carriers to the digital services unit. For records that were transferred electronically (via Box, Google Drive, email, ect) you can share the relevant links with the digital services unit. Some of this information can be tracked using comments on the Monday board. + +## Part 2 - Appraisal + +### Step 5. Appraise records to create a preliminary plan for what to ingest + +Not all records transferred to the repository will be ingested. Minimal appraisal of records should be completed before ingestion when possible. + +The digital services unit will create additional documentation that can be used to better understand the digital records. These file reports will provide basic metadata about file names, formats, sizes. Tools can also be used to identify duplicate or unwanted files and files that may contain PII/PPI. + +## Part 3 - Ingest: Transfer and Migration + +### Step 6. Transfer digital records into a temporary staging area + +### Step 7. Carry out actions outlined in the preliminary plan + +Image and transfer digital records off of original physical media carriers. This might include deleting unwanted files, removing duplicates, standardizing file names, ect. + +### Step 8. Create Submission Information Package + +Package the files into a single submission information package. This SIP will be ingested into the preservation environment as the archival information package. BagIt may be used to package the SIP. + +### Step 9. Ingest into Preservation Environment (preservation server) + +See uploading to preservation environment documentation + +## Part 4 - Update baseline documentation + +### Step 10. Create digital object in Archivesspace + +The AIP in the preservation environment should have a corresponding digital object in Archivesspace where the URI of the AIP is linked as a file version in the digital object record. + +**Required fields:** + +- **Title:** + - Briefly describe the files (ex. Local Union #190 meeting minutes, MS2012 DiskImage #1, 2024 Granberg Inauguration Photographs) +- **Identifier:** + - Use the accession number, include “Accession_” (ex. Accession_2024-001, Accession_2023-021) +- **File Version:** + - URI pointing to the AIP + +Publish the DO record, but do not publish the file version URI. + +### Step 11. Link Digital Object to Accession Record + +The new digital object (with URI to the AIP) should be linked to the existing accession record as an instance. + +### Step 12. Update Accession Record with any additional information gathered + +For example, a more exact extent may now be included in the accession record. Any actions carried out on the records may also be noted in the accession record. \ No newline at end of file diff --git a/digitalcollections/digitalcollections.md b/digitalcollections/digitalcollections.md new file mode 100644 index 0000000..01bd380 --- /dev/null +++ b/digitalcollections/digitalcollections.md @@ -0,0 +1,60 @@ +--- +layout: page +title: "Developing Digital Collections" +permalink: /digitalcollections/ +--- +# Developing Digital Collections +The Digital Services unit leads the development of criteria and processes for the selection and prioritization of digitization efforts. These efforts are focused on sustainable and ethical methods for digitization and digital collection development. The Digital Services unit also oversees the digitization workflows and resources and labor related to digitization. + +In addition, the Digital Services unit is responsible for the [Web Archives program](/webarchives/) and leads development of the overall Web Archives collection to support the preservation of GW’s web presence and collection development related to GW LAI’s Specialized Collections. + + +## Digitization Criteria +The goal of the digitization program is to provide richer access to more materials to broader audiences, with the corollary that a strong digitization program will support the strategic goals of the Libraries and the institution. To this end, the following categories of criteria have been identified for use in the selection of materials for digitization. They reflect many of the same factors used in collection development and preservation decision-making processes. + +Regardless of specific priorities, the foremost consideration in selecting materials will be impact, including both the potential benefits of digitizing an item or collection, as well as the potential risks of not digitizing materials. The criteria for selection emphasize value, use, access, preservation, economy, continuity / critical mass, collaboration, and development. + +### Value +- Materials of high use value to diverse audiences, collaborators, and community partners. +- Materials likely to be of high public interest, as identified through online use statistics and reference statistics. +- Materials of regional significance that document Washington, D.C. and Foggy Bottom. +- Collections of distinction: materials or collections that are subjects of strength at the George Washington University Libraries. +- Materials not well-represented in other digital collections or projects at GW or other institutions. +- Materials of significant educational value to students and faculty at GW; materials that meet regional, national, global research, teaching, and e-learning needs. +- Unique or rare materials. + +### Use +- Materials that present few legal or other barriers to full public online sharing. +- Materials known to have high use, or high potential for use once they are digitized. +- Materials for which a digital surrogate has been explicitly requested. + +### Access + +- Collections that promote open access to the University’s unique and distinct collections. +- Materials of value to open access scholarship. +- Materials or content that would benefit significantly from value-added enhancements, such as search capabilities, text manipulations, interpretive commentary. +- Materials that would benefit from the linking of geographically dispersed originals. +- Materials of potentially high interest to users who are geographically remote; material that would not otherwise be available to its primary audience or stakeholders. +- Materials that have yet to be digitized and made openly available by a trusted digital repository; materials that have digitized but the available surrogate contains errors or other quality issues that affect use. +- Materials for which digitization will increase usability for users with disabilities. + +### Preservation + +- Materials which are too fragile or damaged to be handled safely by patrons. +- Content that is at immediate risk for loss due to the inherent instability of the format or format obsolescence. +- Content that is scarcely held in print format nationally or in WorldCat and has not been converted to digital format and managed in a publicly accessible digital archive. + +### Economy + +- Materials with a high ratio of impact to cost. +- Materials that can be digitized at scale or in bulk, or otherwise through efficient means. + +### Continuity/Critical Mass +- Collections or materials identified for collaborative projects with other institutions. +- Collections or materials identified to contribute to a shared digital corpus. + +### Development +- Collections or materials with known potential to attract donors and support Library Development. +- Collections or materials with the potential to receive support through grants and other forms of external support. + + diff --git a/digitization/av/av_bestpractices.md b/digitization/av/av_bestpractices.md new file mode 100644 index 0000000..ab48409 --- /dev/null +++ b/digitization/av/av_bestpractices.md @@ -0,0 +1,51 @@ +--- +layout: page +title: "Best Practices for Digitization (AV)" +permalink: /digitization/av_bestpractices/ +grand_parent: Digitization +parent: "Digitization: Audiovisual Carriers" +nav_order: 1 +--- + +# Best Practices for Audio and Moving Image Digitization + +This is not policy, but rather a guiding document. For various reasons, projects might not be able to fulfill these recommendations. At present, technical debt related to storage and access systems makes these recommendations difficult to fulfill. + +These specifications remain aspirational, but serious efforts should be made to adhere to them to better ensure the long-term preservation and usability of digitized audio and moving image material. + +Additional exploration should also be conducted to explore open-source technologies like FFVI/Matroska for moving image files. + +## Audio + +### Preservation File (Master) + +| | Format | Codec | Bit depth + sampling | +| ----- | --------------- | ---------------- | ------------------------------------ | +| Audio | Wave or Broadcast WAVE | PCM | 24-bit bit depth; 48Hz sampling rate | + +Preservation master files should represent the entirety of the source material. All intrinsic characteristics and values should be included and the complete length of the source material transferred (head to tail). + +### Access File (Derivative) + +| Format | Bit rate| +| --------------- | ---------------- | +| MPEG-3 (MP3) | 256Kbps bit rate| + +## Moving Image + +### Preservation File (Master) + +| | Format | Codec | Bit depth + sampling | +| ----- | --------------- | ---------------- | ------------------------------------ | +| Image | Quicktime (MOV) | Apple ProRes 422 | 10-bit bit depth | +| Audio | Quicktime (MOV) | PCM | 24-bit bit depth; 48Hz sampling rate | + +Preservation master files should represent the entirety of the source material. All intrinsic characteristics and values should be included and the complete length of the source material transferred (head to tail). + +### Access File (Derivative) + +| Format | Codec | +| --------------- | ---------------- | +| MPEG-4 (MP4) | H.264 | + + \ No newline at end of file diff --git a/digitization/av/av_digitization.md b/digitization/av/av_digitization.md new file mode 100644 index 0000000..00f18f8 --- /dev/null +++ b/digitization/av/av_digitization.md @@ -0,0 +1,9 @@ +--- +layout: page +title: "Digitization: Audiovisual Carriers" +parent: Digitization +has_children: true +has_toc: true +nav_order: 2 +--- + \ No newline at end of file diff --git a/digitization/av/av_records.md b/digitization/av/av_records.md new file mode 100644 index 0000000..f7299a0 --- /dev/null +++ b/digitization/av/av_records.md @@ -0,0 +1,23 @@ +--- +layout: page +title: "Enhancing AV records" +permalink: /digitization/avrecords/ +parent: "Digitization: Audiovisual Carriers" +grand_parent: Digitization +nav_order: 1 +--- + +When digitizing audiovisual carriers we should update finding aids to reflect new information gained from the digitization process. Use the following fields in ArchivesSpace to hold new information. + +## Scope and Contents +Any content notes derived during the digitization process. If we are doing a monitored transfer, we should record notes about the aboutness of the recording. + +Examples: +"David Einsenhower gives speech and takes questions from the audience at the alumni association dinner in 1987." +"1991 Convocation honoring Ronald and Nancy Reagan 10 years after Ronald Reagan was shot and brought to GW hospital for treatment." + +## Physical Description +Use a physical description note to hold information about the carrier, length of recording, and other format information (color, sound). You can also use this field to note any issues with the recording or transfer. + +Examples: +"1 u-matic tape. 00:25:59. Audio distortion during playback." \ No newline at end of file diff --git a/digitization/av/captions.md b/digitization/av/captions.md new file mode 100644 index 0000000..eff1979 --- /dev/null +++ b/digitization/av/captions.md @@ -0,0 +1,24 @@ +--- +layout: page +title: "Creating Captions and Transcripts for A/V material" +permalink: /digitization/captions/ +parent: "Digitization: Audiovisual Carriers" +grand_parent: Digitization +nav_order: 1 +--- +# Creating Captions and Transcripts for Audiovisual material +Captions and transcripts for audiovisual material make collections material more accessible and enhance the over-all level of access. Captions should be created as VTT (WEBVTT) format. Captions can be embedded into the content, but only for access files. + +## Tools for Creating and Reviewing Captions + +## Adobe Premiere +The SCRC digitization lab provides access to Adobe Premiere. You may also request a license for your individual workstation via GWU IT. + +-[Guide: Creating Captions using Adobe Premiere](https://docs.google.com/document/d/1ZRbPUFNSYGfbZA5lTdnkvejmCeflvuGvMg0Ot4aBwyU/edit?usp=sharing) + +## SubtitleEdit +SubtitleEdit is an open source tool for creating and editing subtitles and captions. SubtitleEdit can also be used as a GUI for WhisperAI. + +[^1]: Dave Rodriguez, Bryan J. Brown, and Florida State University Libraries, “Comparative Analysis of Automated Speech Recognition Technologies for Enhanced Audiovisual Accessibility,” The Code4Lib Journal, no. 58 (December 4, 2023), https://journal.code4lib.org/articles/17820. + + diff --git a/digitization/digitization.md b/digitization/digitization.md new file mode 100644 index 0000000..86c1012 --- /dev/null +++ b/digitization/digitization.md @@ -0,0 +1,40 @@ +--- +layout: page +title: "Digitization" +permalink: /digitization/ +has_children: true +--- +# Digitization and Reformatting +This section relates to digitization of specialized collections material for the development of digital collections. It does not pertain to reproductions (digitization-on-demand) for users. + +For more information on the selection of collection material for digitization, see the ["Developing Digital Collections"](/digitalcollections.md) section. + +## Digitization Overview + +### Audio and Moving Image Transfers +The Digital Services Unit supports access to audiovisual material. **However, we are unable to perform any preservation actions on carriers. Therefore, the digital services unit is only able to transfer media carriers that are in good condition.** + +| | Format | Equipment used | Notes | +| ----- | --------------- | ---------------- | ---------------| +| Audio | Compact Cassette | Tascam 202mkvii | | +| Audio | Phonograph record (grooved media) | Audio-Technica AT-PL120 | | +| Moving Image | VHS | JVC HR-S9900U | | +| Moving Image | U-matic SP | JVC HR-S9900U | Small and fullsize | +| Moving Image | Betacam SP | Sony UVW-1800 | This does not include digibeta or betamax formats!| + +All other formats may not be transferred in-house and must be sent to a digitization vendor. + +### Imaging + +| | Format | Equipment used | Notes | +| ----- | --------------- | ---------------- | ---------------| +| Text | Bound and unbound textual documents | Overhead Scanner OS 12000 (Zeutschel) | | +| Graphic | Prints | OS 12000 or Epson 10000XL | | +| Graphic | Film (negatives/transparencies) | Epson 1000XL | | + +Limited capacity to image oversized documents (anything over 34 x 24 inches); may require out-side vendor for some over-sized documents. + +## Digitization Workflows +- [Imaging Workflows](https://docs.google.com/document/d/1HBZh5v12yuoJGK7U9SE73s2wXiaJ1X6fzRADepSPcMM/edit?usp=sharing) +- [Video Transfer Workflows](https://docs.google.com/document/d/12HIYi_DxxWPWyByxtnDp-l1nTbUnYGxVieJJ44dwTHY/edit?usp=sharing) +- [Audio Transfer Workflows](https://docs.google.com/document/d/1BjMJe6hJgRgRVGvMaD_D1de_egnN16sV2g6kAAMFO5s/edit?usp=sharing) \ No newline at end of file diff --git a/digitization/filenames.md b/digitization/filenames.md new file mode 100644 index 0000000..1fac507 --- /dev/null +++ b/digitization/filenames.md @@ -0,0 +1,82 @@ +--- +layout: page +title: "Digitization - File Names" +permalink: /digitization/filenames/ +parent: Digitization +--- +# File Naming Conventions + +## General Rules +- Be consistent in your file naming for a project. Look at past related projects to help determine a structure for file names. Consistency within and across projects will allow for easier management and manipulation of files. +- Use leading zeroes when necessary. Never use a single digit without a leading zero. + - "1" = bad + - "01" = good + +## Suggested and Example File Name Structures + +These are suggested file names. Depending on your project there may be valid reasons to deviate from these structures. + +### Manuscript/Archival Material +- ms####_s##_c##_f##_i##_p### +- Breakdown of elements: + - ms = collection identifier + - s = series + - c = container (ignore the container type indicator in ArchivesSpace, use "c" regardless of type) + - f = folder + - i = item + - p = page +- Example = ms2123_s11_ss01_c31_f01.pdf + + +### File names for materials from Corcoran Archives +For materials from the Corcoran Archivces collections following structure should be used. + +#### Collection IDs +The collection identifier should be simplified as follows: + - COR0001.0-RG -> cor1-0 + - COR0003.1-RG -> cor3-1 + - COR0013-MS -> cor13 + +#### Containers + +Container numbers should be simplified as follows: +- Box RG2-2008.018 -> rg2-2008-018 +- Box RG5.0-2008.029 -> rg5-0-2008-029 + +#### Full file name examaples: +cor2-0_s01_ss01_rg2-2008-001_f11_i01.tiff +cor5-0_s06_ss01_rg5-2008-020_f01.pdf + +### Cataloged Books & Pamphlets (rarebooks) +- CallNumber_PageNumber + - Example = spec_ps3544_h56_page34.tif + - 'spec' may be replaced with other collection areas depending on call number in catalog (ex. mei, kiev) + +### Serials (cataloged and from manuscript collections) +In general, it is best to create file names for serials that reflect the items' volume/sequential designation (ex. vol. 1, no. 1). For serials that exist within an archival collection, this information can be easily confused with the top container type "volume." Therefore, the volume designation of the actual work should be used over the instance record volume. + +Example: +- RG0044_s39_vol12_no03 +- GWNews_vol12_no03 + +It is also appropriate to use date information to form file names. This may be relevant if the volume/sequential designations are not present or irregular. +- FBNews_1965_10 + +Example: +- GWNews_199712 (Title_YYYYMM) +- GWTimes_199712-199801 (Title_YYYMM-YYYYMM) + +### Audiovisual Material +In certain cases, an audiovisual work may have multiple parts. Maintaining consistency within the project and including as much collection identifying information as possible is essential. + +In addition, audiovisual material is often minimally described and processed in an archival collection. Often a single archival object may represent many audiovisual items. + +Examples of file names: +- collectionID_s#_c#_f#_i# +- collectionID_s#_c#_title_of_video +- collectionID_c#_title_of_video +- collectionID_s#_c#_f#_i#_part1 +- CollectionID_c#_title_of_video_part2 + +### Born Digital Material +While this section is specifically for filenaming conventions used for digitized content, it should be mentioned that it is often inappropriate to change file names of born-digital records. The original file names, as given by the record creator/s, should be respected when possible. Normalization of born-digital file names can be done (removing bad characters, spaces, ect), but it is not recommended to try to make them fit any of the above schemes. \ No newline at end of file diff --git a/digitization/imaging/imaging.md b/digitization/imaging/imaging.md new file mode 100644 index 0000000..fc976ee --- /dev/null +++ b/digitization/imaging/imaging.md @@ -0,0 +1,8 @@ +--- +layout: page +title: "Digitization: Imaging Text and Graphics" +parent: Digitization +has_children: true +has_toc: true +nav_order: 1 +--- \ No newline at end of file diff --git a/digitization/imaging/imaging_bestpractices.md b/digitization/imaging/imaging_bestpractices.md new file mode 100644 index 0000000..9c60899 --- /dev/null +++ b/digitization/imaging/imaging_bestpractices.md @@ -0,0 +1,51 @@ +--- +layout: page +title: "Best Practices for Imaging of Text and Graphics " +permalink: /imaging_bestpractices/ +grand_parent: Digitization +parent: "Digitization: Imaging Text and Graphics" +nav_order: 1 +--- + +# Best Practices for Imaging of Text and Graphics + +This is not policy, but rather a guiding document. For various reasons, projects might not be able to fulfill these recommendations. At present, technical debt related to storage and access systems makes these recommendations difficult to fulfill. + +These specifications remain aspirational, but serious efforts should be made to adhere to them to better ensure the long-term preservation and usability of digitized audio and moving image material. + +## Documents and manuscripts (unbound) + +| Format | Pixels Per Inch (PPI) | Bit Depth | +| --------------- | ---------------- | ------------------------------------ | +| TIFF, PDF/A | 300 or 400 PPI | 8 or 16 bits | + +Modern textual documents, those printed on office paper, may be imaged at 300 PPI. + +## Newspapers and Serials/periodicals + +| Format | Pixels Per Inch (PPI) | Bit Depth | +| --------------- | ---------------- | ------------------------------------ | +| TIFF, PDF/A | 300 or 400 PPI | 8 | + + +## Oversized Documents: Maps, Posters, Broadsides, ect. + +| Format | Pixels Per Inch (PPI) | Bit Depth | +| --------------- | ---------------- | ------------------------------------ | +| TIFF | 400 PPI | 8 or 16 bits | + +Over-sized materials larger than 34 x 24 inches will need to be stitched together as a composite image. Each individual image should be retained as a master file. A service master may be created to represent the composite from which access copies can be derived. + +## Prints and Photographs + +| Format | Pixels Per Inch (PPI) | Bit Depth | Color Mode | +| --------------- | ---------------- | ------------------------------------ |------| +| TIFF | 400-600 PPI | 8 or 16 bits | Adobe RGB | + +## Photographic Transparencies + +| Format | Pixels Per Inch (PPI) | Bit Depth | Color Mode | +| --------------- | ---------------- | ------------------------------------ |------| +| TIFF | 2000, 3000, or 4000 PPI | 8 or 16 bits | Adobe RGB | + +Recommendations for photographic transparencies is dependent on goal of digitization. It may be appropriate to scan transparencies at lower PPI to prioritize access over costs. Transparencies can also be grouped together as another means of cost-saving. \ No newline at end of file diff --git a/digitization/imaging/ocr.md b/digitization/imaging/ocr.md new file mode 100644 index 0000000..6255734 --- /dev/null +++ b/digitization/imaging/ocr.md @@ -0,0 +1,8 @@ +--- +layout: page +title: "Post-processing: OCR " +permalink: /imaging_ocr/ +grand_parent: Digitization +parent: "Digitization: Imaging Text and Graphics" +--- +test \ No newline at end of file diff --git a/index.md b/index.md new file mode 100644 index 0000000..9362420 --- /dev/null +++ b/index.md @@ -0,0 +1,7 @@ +--- +title: Home +layout: home +nav_order: 1 +--- + +# Documentation for Digital Services Unit, Special Collections, GW LAI. \ No newline at end of file diff --git a/managing/accessupload.md b/managing/accessupload.md new file mode 100644 index 0000000..2c43742 --- /dev/null +++ b/managing/accessupload.md @@ -0,0 +1,47 @@ +--- +layout: page +title: "Access Upload - InternetArchive" +permalink: /managing/accessupload/ +parent: Managing Digital Collections - Access and Preservation +--- +# Uploading and Ingesting Digital Collections to Access Systems +Presently, GWU Special Collections only ingests access copies of digital collections materials into Internet Archive. In the past, some digital collection material was ingested into GW ScholarSpace, the institutional repository, managed by GW LAI. + +## Uploading Digital Collections to Internet Archive +### Resources +- [Internet Archive Metadata Documentation](https://archive.org/developers/metadata-schema/index.html) +- [Internet Archive Python Library](https://archive.org/developers/internetarchive/) +- [Internet Archive File Formats](https://help.archive.org/help/file-formats/) +- [Internet Archive File Derivatives](https://archive.org/help/derivatives.php) +- [Internet Archive OCR](https://archive.org/developers/ocr.html) + +### Supporting Documents +- [GW SCRC Metadata Scheme for Internet Archive (Documents and Text)](/assets/files/csv/MetadataScheme_GWSCRC_Documents.xlsx) +- [GW SCRC Metadata Scheme for Internet Archive (Moving Images and Audio)](/assets/files/csv/MetadataScheme_GWSCRC_AudioVideo.xlsx) +- [Example Upload CSV - Documents and Text]() +- [Example Upload CSV - Moving Images and Audio]() + +### Installing internetarchive python library +- Follow [the directions and documentation provided by the InternetArchive](https://archive.org/developers/internetarchive/installation.html). + - If you already have python installed you may be able to just use ['pip install internetarchive'](https://pypi.org/project/internetarchive/) + +### Preparing to upload content to Internet Archive +- Generally, we only submit derivative access copies to Internet Archive. Therefore, if you haven't already you will need to prepare access copies from your master files. +- In the same directory as your access copies, create a CSV modeled on the *GW SCRC Metadata Scheme for Internet Archive* (see above) to hold the metadata for each record. +- You may use the [ArchivesSpace_to_InternetArchive script]() to generate metadata from the archival description for each record. + - If you use this script, you should still review the metadata before upload. The script pulls description from ancestor records (series, resource, ect.) that may not be appropriate for what is represented by the digital content. + - An example of this might be rights information. The script will pull the rights statement from the resource (collection) record. This may not apply to item-level description for the digital content. +- You may also include additional derivatives (SRT/VTT caption files, text files) in your upload. To do so, add an additional row to the CSV for each identifier. Match the identifier to the file of the additional derivative. + - Note that the Internet Archvive generates OCR for text-based documents automatically. We cannot overwrite this generated OCR. We can still upload any corrected OCR, but it will not be used for full-text search results. +![CSV screenshot](/assets/images/sidecar_upload.png) + +### Uploading Content to Internet Archive +- Once both your files and metadata are prepared you are ready to upload! To do so, you can use your command line interface to start the upload. In your command line (PowerShell, Terminal, ect.) navigate to the directory with the files and your CSV spreadsheet. + - Tip: On Windows, you can open PowerShell from the file explorer to skip navigating to the directory via the command line. +- Run the following, where "uploading.csv" is switched out for the name of your metadata CSV: +> ia upload --spreadsheet=uploading.csv + +### Describing online digitized content in finding aids +We use [digital archival objects](/daos/) in ArchivesSpace to connect archival description to digitized content. The digital archival object records points users to digital content outside of ArchivesSpace. Digital archival objects can also allow digital content to be displayed alongside archival object description. + +After uploading content that was digitized from archival collections you must create digital archival objects. To do so, see [digital archival objects](/daos/), \ No newline at end of file diff --git a/managing/audittool.md b/managing/audittool.md new file mode 100644 index 0000000..3a74788 --- /dev/null +++ b/managing/audittool.md @@ -0,0 +1,34 @@ +--- +layout: page +title: "Audit Tool" +permalink: /managing/audittool/ +parent: Managing Digital Collections - Access and Preservation +--- +# Audit Tool +[Github Repo](https://github.com/gwu-libraries/audit-tool) + +The Simple Audit Tool is a command-line tool designed to inventory and monitor file changes (additions, alterations, and deletions) on a storage filesystem. + +## Functionality +- Analyzes for and keeps a log of all changes detected (additions, alterations, deletions) +- Change reports can be automatically emailed to staff. +- Requests humans manually review that all changes were deliberate, non-malicious, and complete. If approved, inventory is updated with changes. +- In combination with cron jobs, can run scheduled audits. + +*What the tool does not do:* + +- Audit files before and after data exchange (i.e., when adding files to storage). That must happen using other tools (e.g., rsync, bagit). + +## Approving Weekly Change Logs - gwspec-digcol1 +This is assuming you've reviewed the weekly logs and found no issues. +- Log into gwspec-digcol1 +- Change directory to audit-tool directory and activate environment +``` + cd /opt/audit-tool + source ENV/bin/activate +``` +- Add changes to the canonical inventory by linking to the JSON report +```` +python audit_tool.py update /path to json report +```` + diff --git a/managing/creatingdaos.md b/managing/creatingdaos.md new file mode 100644 index 0000000..4a48491 --- /dev/null +++ b/managing/creatingdaos.md @@ -0,0 +1,42 @@ +--- +layout: page +title: "Creating Digital Object Records" +permalink: /creatingDAOS/ +parent: Digital Objects - ArchivesSpace +grand_parent: Managing Digital Collections - Access and Preservation +nav_order: 1 +--- + +These instructions are a work in progress. Efforts are underway to integrate the creation of digital object records within broader workflows. These new workflows would generate digital object records upon ingest into the preservation environment or access systems. + +# Using Digital Object Creator (Google Colab Notebook) +[Aspace Digital Object Creator](https://drive.google.com/drive/folders/1br8rcrGZlsoAOBGiLDVIG12c8szJwXuQ?usp=drive_link) + +Digital object records may be created using the above Google Colab notebook. This notebook creates digital object records and links them to their associated archival object records via the ArchivesSpace API. + +## CSV setup ++ new title (optional) = If this field is left blank, the title of the digital object will be inherited from the linked archival object. You can use this field if you'd like the title to be different from the archival object. ++ file_uri = the URI of the related digital object. For preservation copies, this should point to the location on the SCRC preservation server. For access copies, the URI is the link to the digital object in a digital repository. ++ archival_object_source = the URL of the archival object which the digital object record will be linked to. This AO link can either be from the PUI or staff interface. ++ publish_link = set FALSE for preservation copies; set TRUE for access copies. This "publish" refers the publication status of the URI in the DO record. It does not refer to if the DO record itself is published. ++ xlink_actuate_attribute = "onLoad" (don't change this) ++ xlink_show_attribute = "new" (don't change this) + + +## Digital Objects for Access Copies (public access) + +Digital object records may be used to link an archival object to a digital instance within an access system. In our current environment, this would most likely be content hosted in InternetArchive or GW ScholarSpace. + +The digital object record should be published and the URI to the digital content should also be published. + +Digital object records, created via the Digital Object Creator will get "Online Copy:" appended to the title of the digital object record. + +## Digital Objects for Preservation Copies (dark archives) + +Digital object records may be used to link an archival object to a digital instance within the SCRC preservation environment. This digital content might represent the master files associated with digital content or other digital files that have not been made publicly accessible. + +The digital object record should be published, *but* the URI to the digital content *should not* be published. + +Publishing the digital object record serves to alert users to the existence of the digital content, but the URIs to the SCRC preservation environment are not meant for public use -- and are inaccessible without proper permissions. + +Digital object records, created via the Digital Object Creator will get "Preservation Copy:" appended to the title of the digital object record. \ No newline at end of file diff --git a/managing/daos.md b/managing/daos.md new file mode 100644 index 0000000..a373311 --- /dev/null +++ b/managing/daos.md @@ -0,0 +1,27 @@ +--- +layout: page +title: "Digital Objects - ArchivesSpace" +permalink: /daos/ +parent: Managing Digital Collections - Access and Preservation +has_children: true +--- +## Digital Objects in ArchivesSpace + +Digital object records in ArchivesSpace are used to link archival object records to their digital manifestations. A Digital object in ArchivesSpace is an *instance record.* + +Digital object records are encoded in EAD as [*digital archival object* elements](https://www.loc.gov/ead/EAD3taglib/EAD3-TL-eng.html#elem-dao). EAD defines a DAO as: +"A child element of < did > used for linking to born digital records or a digital representation of the materials being described" + +## Background + +When locating physical materials, we use two types of records (top level containers and locations) to locate non-digital materials. The top level containers define the real-world objects that staff pick up, move, store, ship, and otherwise locate and handled in the real world. A top level container is a type of what ArchivesSpace calls an “instance”. Aspace offers two types of instances: +- top level container +- digital object + +In the same way that we use top level containers and location to locate non-digital materials, we use ***digital archival objects*** to locate digital materials. Digital objects define the primary objects that staff move, store, copy, verify, track, and otherwise locate and handle in the digital world. A digital object is treated as the equivalent of a top level container. The two have one significant difference in structure: top level containers are linked to locations records (rather than having the location be a piece of metadata in the top level container record). For digital objects, the URI is the location, but it is a piece of metadata in the digital object record, instead of a record in its own right. + +## Principles +- A digital object is used to locate digital instances of materials. +- The primary record to describe digital material exists in the same place as that of non-digital material: resources and archival objects. +- Digital objects are used the same for born-digital, made-digital, and received-digital material. It doesn’t really matter, so long as the thing is digital. +- Digital materials do not intrinsically have clear boundaries between one “object” and another “object”. However, for management of materials and to be able to use Aspace’s digital objects, we will need to define such boundaries. In doing so, we should aim for flexibility and a focus on the impact for users. diff --git a/managing/managing.md b/managing/managing.md new file mode 100644 index 0000000..6a9e9d4 --- /dev/null +++ b/managing/managing.md @@ -0,0 +1,7 @@ +--- +layout: page +title: "Managing Digital Collections - Access and Preservation" +permalink: /managing/ +has_children: true +--- + diff --git a/webarchives/colldev.md b/webarchives/colldev.md new file mode 100644 index 0000000..9b89e33 --- /dev/null +++ b/webarchives/colldev.md @@ -0,0 +1,51 @@ +--- +layout: page +title: "Web Archives - Collection Development Policy" +permalink: /webarchives/colldev/ +parent: GW Web Archives +--- +# Web Archives - Collection Development Policy + +## Purpose of the Web Archives Collection +The purposes of the George Washington University Web Archives Program is to: +- Serve as the official repository for GW websites. +- Capture continuously changing web content created by GW’s departments, offices, and organizations. +- Capture websites that complement or are part of the GW LAI's Special Collections. +- Make archived web content available to be used as primary sources for reference, research, and historical purposes. + + +## Collecting Scope + +The Web Archive Program documents George Washington University websites, as well as websites complement or relate to GW LAI's specialized collections. GW websites, for the purposes of the Web Archiving Program, are defined as websites hosted by the university, and about the university. University websites reflect university functions and events, for example, websites for the different colleges, programs, and departments at GW. Collected websites may also include sites dedicated to student organizations on campus, and any other websites reflecting student life on campus. + +### Subject Coverage + +The primary subjects to be documented by the Web Archive Program are: +- Websites for GW’s colleges, departments, and programs. +- Websites dedicated to campus life and student organizations. +- Academic and non-academic organizations, programs, and events related to or sponsored by GW. +- Websites in the following collecting areas: + - Corcoran Gallery of Art and Corcoran College of Arts and Design + - Global Resources Center Web Archives + - International Brotherhood of Teamsters Labor History Research Center Web Archives + - National Education Association Web Archives + +### Materials and Formats +The Web Archives program collects any websites that meet our established subject focus and can be accessed on the live web without the need for login credentials. + +### Dates of Coverage +The GW Web Archives Program began crawling websites in 2014. Most of the archived websites will be from 2014 forward; however, because any live website can be crawled, the collection may contain websites that were created before 2014. + +### Collecting Frequency +Websites can be crawled either one-time, monthly, quarterly, semi-annually, or annually depending on need. Websites are also crawled on a request basis via the [Request Form for Archiving GW-Affiliated Website](https://library.gwu.edu/form/request-form-for-archiving-gw-af) + +### Geographic Scope +The collecting scope is not limited by geographical region. + +### Exclusions +- The Web Archive Program will generally not collect faculty or students’ personal blogs or websites not under the main gwu.edu domain or where the focus is not GW. +- The Web Archive Program will not crawl and collect social media sites or other sites that may require log in credentials to be accessed. Data from Twitter, Tumblr, Flickr, and Sina Weibe can be collected using the university’s Social Feed Manager. +- Archive-It’s crawling technology may have issues capturing pages with videos or photographs. Likewise, the crawling technology may have issues capturing certain sites, such as Wix sites, and some website features, such as Vimeo embedded video players or embedded Google features like Google Calendar. + +## Accessibility +A survey performed in 2022 by Tori Maches, Digital Archivist, UC San Diego, Lydia Tang, PhD., Outreach and Engagement Coordinator, Lyrasis, and Tanya Ulmer, Web Archivist, Archive-It, found that many older websites meet accessibility standards by default. However, websites are captured in their original state and may not always meet accessibility standards. If you come across an archived page in one of our collections that doesn’t meet accessibility standards, please use the [Accessibility Feedback Form](https://accessibility.gwu.edu/accessibility-feedback-form) to let us know. diff --git a/webarchives/notes.md b/webarchives/notes.md new file mode 100644 index 0000000..45fc520 --- /dev/null +++ b/webarchives/notes.md @@ -0,0 +1,46 @@ +--- +layout: page +title: "Web Archives - Notes" +permalink: /webarchives/notes/ +parent: GW Web Archives +--- +# Helpful Resources +- [Known Platform Issues ](https://support.archive-it.org/hc/en-us/articles/9897233696148-Social-media-and-other-platforms-status) + - A selection of platforms that the Archive-It team monitors for changes in capture and replay. +- [Scoping Recommendations for Specific Sites](https://support.archive-it.org/hc/en-us/sections/201841373) + - Recommendations most relevant to the GW Web Archives program include: + - Archiving Vimeo Videos + - Archiving Wix Sites + - Archiving Wordpress and Squarespace sites + - Archiving Youtube Videos + - Archiving sites protected by Cloudflare + - Archiving Tableau +- [Archive-It Blog Post on use of Youtube-Dl in Archive-it Stack](https://archive-it.org/post/the-stack-youtube-dl-guide/) + +# General Notes: +- Brozzler crawls can not be scheduled. This is problematic as more and more of our regularly crawled sites require Brozzler. +- Expanding Crawl to Accept Vimeo Videos + - Add the following seed scope rules: + - Ignore Robots.txt + - Expand Scope to include URL if it matches the SURT: http://(com,vimeocdn + +# Seed/Crawl Notes +- [President Granberg Inauguration](https://inauguration.gwu.edu/) (no longer active) + - Embedded media not compliant with youtube-dl +- GW Law Course Catalog + - https://courses.law.gwu.edu/ + - This website runs on the Blazor web framework. + - Known issue with replay of crawls. Correspondence with Archive-It indicates that this is an issue with replay in WaybackMachine, not with the actual crawls. + - "The issue in this case boils down to the way that the original site appends unique ID strings to each request for the course information shown. The ID generated by the archived site does not match the original from crawl time, so we end up with pieces missing...I think that it will be necessary to teach our Wayback replay software to ignore these unique IDs and just load the file with the closest matching URL. " + - NEA Websites + - [Resource Page](https://www.nea.org/resource-library) + - Need time to better scope this crawl. Issues with pagination on the resource library pages. + - Foggy Bottom Association + - Use Brozzler! + - Wix site, Seed scoped w/ Archive-It's recommendations for WIX: https://support.archive-it.org/hc/en-us/articles/208824546-Archiving-Wix-sites + - False 404 crawl trap results; unresolved. + - [Beltwaypoetry.com](http://www.beltwaypoetry.com/) + - Crawl trap w/ social media and contact form embeds (?) + - Scope rules: + - block URL if it contains "?share=" + - block URL if it contains ""/contact-form-7/" \ No newline at end of file diff --git a/webarchives/webarchives.md b/webarchives/webarchives.md new file mode 100644 index 0000000..21fc0bf --- /dev/null +++ b/webarchives/webarchives.md @@ -0,0 +1,26 @@ +--- +layout: page +title: "GW Web Archives" +permalink: /webarchives/ +has_children: true +--- +# GW Web Archives Program + +## Purpose +The Web Archive Program at the George Washington University was initiated in 2014 with the purpose of capturing websites of relevance to the university, and the library’s special collections. GW uses the Internet Archive’s widely adopted collecting tool, Archive-It, to collect and archive web data on both a scheduled and per-request basis. The Web Archiving Program aims to collect university related websites, as well as websites that complement or expand on collections held by the university archives. Websites are captured exactly in the way they appeared at the time the crawl was initiated; these captures cannot be changed or altered. Time stamps and “HTTP” requests are recorded by Archive-It and help authenticate the captures. Websites archived by the Web Archive Program can be accessed by visiting [the George Washington University's page on Archive-it](https://archive-it.org/home/gwlibraries). + +## What is Web Archiving? +Web archiving refers to the process of collecting data from websites on the internet, preserving that data, and ensuring its availability for future generations. Web archiving practices began as early as 1996 as the internet’s ephemerality became evident.[^1] Brewster Kahle, the founder of Internet Archive, suggests that the typical lifespan of a web page is approximately 100 days. This is likely because websites are designed to be dynamic documents, constantly evolving and being updated.[^2] When content is being updated and lost at such an alarming rate, we risk losing our digital memory and organizational accountability; especially when more of our daily lives take place over the internet. Archiving the web, however, poses a variety of challenges including economic, legal, ethical, and technical challenges, making archiving the web a community effort + +## Participate in GW Web Archives Program +GW Community members (faculty, staff, students) may request web crawls for GW webpages and GW-affiliated webpages via the [request form for archiving GW-affiliated webpages](https://library.gwu.edu/form/request-form-for-archiving-gw-af). + +## Supporting Documents/Resources +- [GW Libraries Web Archives Archive-It Collection Page](https://archive-it.org/home/gwlibraries) +- [GW Libraries Web Archives Program](https://library.gwu.edu/web-archives-program) +- [Web Archives Monday Board (staff only)](https://gwlai.monday.com/boards/3229907072) + +--- + +[^1]: Niu, Jinfang. “An Overview of Web Archiving.” D-Lib Magazine 18, no. 3/4 (2012). https://doi.org/10.1045/march2012-niu1 +[^2]: Anthony, Adoghe, Kayode Onasoga, Dike U. Ike, and Olujimi Ajayi. "Web Archiving: Techniques, Challenges, and Solutions." International Journal of Management & Information Technology 5, no. 3 (2013): 598-603.