Electronic Records Processing Guidelines.pdf

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Upon receipt of the records, the electronic records archivist will survey the physical media and its content, and make preservation recommendations. At this time, the physical media is authenticated and given a unique identifier. The unique identifier [whatever unique identifier your repository chooses]. An example of such a unique identifier would be [give example here]. Processing Workflow Arrangement The arrangement of [name of repository]’s electronic records is governed by the policies and procedures laid out for manuscripts and photographs in the Processing Manual. Each collection’s electronic records are physically separated from the rest of the collection and organized into their own series or sub-series within the hierarchy of the larger collection. Each electronic records series may include sub-series or further divisions if necessary. Although the electronic records archivist makes every effort to extract files from proprietary systems, it is not always feasible for this operation to be performed. In such cases, the arrangement of such files may be dictated by the proprietary system that created them. In certain cases, it may be necessary to print out materials from electronic records. The electronic records archivist is responsible for recording this in the internal electronic records database and the collection’s processing record as well as keeping track of where such printed records are located. Special care is taken in retaining the arrangement of electronic records when they are migrated from one physical medium or converted from one file format to another. Physical media is arranged in archival quality containers according to collection and copy type (i.e. archival original, preservation master, user copy, etc.). However, if the electronic records archivist deems it necessary to alter the arrangement of an electronic records series, additional copies will be made in order to maintain version control. Description of Electronic Records Due to the special preservation considerations of electronic records, it is necessary to devote a great deal of time and resources to the recording of metadata. This information is particularly necessary to maintain for future access to the data, particularly if the archivist chooses to upload the electronic records into an online system open to researchers. Metadata During the accessioning and processing of [name of repository]’s electronic records, the electronic records archivist maintains metadata
submitted with the record and creates additional metadata in order to adequately describe, arrange, and preserve the resource. [name of repository] employs MMG-DC (Minnesota Metadata Guidelines - Dublin Core) for description of its electronic records. Below is the minimum MMG-DC metadata required when describing electronic records in any of [name of repository]’s collections: Subject. The topic of the resource. Description. A short, text description of the resource’s contents. Creator. The name of the person who created the resource. Relation. An element that refers to related resources, such as the collection where the electronic records are derived from Publisher. The name of the entity that published the resource. Note that the publisher is not the person who posted the resource to the web site, but the entity responsible for the publication of the resource. Date. Either the creation date or the publication date. Resource Type. The category the resource belongs to, such as committee minutes, press release, or report. Format. The file format of the resource. May include file size as well. For digital images, dpi, color profile, and compression, may be recorded here. Identifier. A text string or number unique to the resource, such as a URL or other formal name. Source. Information about the source from which the current resource is derived (e.g., an abstract of a report). Rights Management. A text statement regarding copyright and use permission. Language. The language used in the resource (e.g., English, Spanish). Coverage. Either geographic (e.g., Minnesota) or temporal (e.g., the years 2000–2001). Type. The recognized form or genre a record takes, which governs its internal structure. Medium, width, and height may be recorded here. Aggregation Level. The level at which the record(s) is/are being described and controlled or the level of aggregation of the unit of description. Preservation History. The dates and descriptions of all actions performed on a record after its registration into a recordkeeping system which ensure that the record remains readable and accessible.
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Electronic Records Processing Guidelines.pdf

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