Where are my files? Discoveries in establishing a digital archive workflow Sally McDonald Archivist/Librarian Western History/Genealogy, Denver Public Library

Creating Your Community (CYC) Project Intro Institute of Museum and Library Services National Leadership Grant Social Archive User generated content Institutional holdings and participation Digitization of holdings to supplement communities Use solely ContentDM Project Client – Workflow established for specific CYC project

Discoveries Project Client creates archival files when items are uploaded – Unless otherwise specified in Collection Administration – Uploading through the web administration DOES NOT create archival volumes!!! Temporary storage location is important – Hard drive vs. external/network server Does everything need an archival record? – Storage concerns Reference indexes vs. photographs Partner content DOCUMENT EVERYTHING!!!

Terms Archival File Manager - handles the storage of files in archive volumes Collections - consists of the items in your project that have been uploaded to the server and approved. Usually consists of like type items, subjects or topics. I.e. photographs, maps, reference indexes, newspapers. Volume - Specified storage locations within Collections. Folders of full resolution images. Manifest- a.txt file automatically generated through Project Client. It contains a basic listing of all files in the specific volume, plus information needed to store files in the digital archive

Step 1 Make sure Archival Manager is configured Note: These setting will later be inserted in the Manifest when it is created. You can change these at any time, all future manifest will have updated information.

Step 2 Establish a location to store archival files Use Project Client’s Project Settings to designate the location to automatically store archival files – If using a previously designated location, make sure to store in existing collection folder

Upload files in Project Client Approve in web administration

Step 3 Verifying files are ready Is everything there? – All files listed in manifest? – Manifest included? All information needed in manifest

Can edit/hand create manifests and volumes. – Accuracy essential Will be rejected if any discrepancies – If files are deleted from project before upload, make sure to delete files from archival volume and file name from manifest Need to make sure manifest has correct: – Institution – ServerURL – Collection number – VolumeID – ItemTotal matches the number of files in the manifest Example Manifest: INSTITUTION=DPL SERVERURL= COLLECTION=/p15330coll23 VOLUMEID=CYCDPL79 ITEMLIST=CYC_DPL_FordWarrn_005_002.tif ITEMLIST=CYC_DPL_FordWarrn_005_003.tif ITEMLIST=CYC_DPL_FordWarrn_005_004.tif ITEMLIST=CYC_DPL_FordWarrn_005_005.tif ITEMLIST=CYC_DPL_FordWarrn_005_006.tif ITEMLIST=CYC_DPL_FordWarrn_005_007.tif ITEMLIST=CYC_DPL_FordWarrn_005_008.tif ITEMLIST=CYC_DPL_FordWarrn_005_009.tif ITEMLIST=CYC_DPL_FordWarrn_005_010.tif ITEMLIST=CYC_DPL_FordWarrn_005_011.tif ITEMLIST=CYC_DPL_FordWarrn_005_012.tif ITEMLIST=CYC_DPL_FordWarrn_005_013.tif ITEMLIST=CYC_DPL_FordWarrn_005_014.tif ITEMLIST=CYC_DPL_FordWarrn_005_015.tif ITEMLIST=CYC_DPL_FordWarrn_005_016.tif ITEMLIST=CYC_DPL_FordWarrn_005_017.tif ITEMLIST=CYC_DPL_FordWarrn_005_018.tif ITEMLIST=CYC_DPL_FordWarrn_005_019.tif ITEMLIST=CYC_DPL_FordWarrn_005_020.tif ITEMLIST=CYC_DPL_FordWarrn_005_021.tif ITEMLIST=CYC_DPL_FordWarrn_005_022.tif ITEMLIST=CYC_DPL_FordWarrn_005_023.tif ITEMLIST=CYC_DPL_FordWarrn_005_024.tif ITEMLIST=CYC_DPL_FordWarrn_005_025.tif ITEMLIST=CYC_DPL_FordWarrn_006_018.tif ITEMLIST=CYC_DPL_FordWarrn_006_001.tif ITEMLIST=CYC_DPL_FordWarrn_006_002.tif ITEMLIST=CYC_DPL_FordWarrn_006_003.tif ITEMLIST=CYC_DPL_FordWarrn_006_004.tif ITEMLIST=CYC_DPL_FordWarrn_006_005.tif ITEMLIST=CYC_DPL_FordWarrn_006_006.tif ITEMLIST=CYC_DPL_FordWarrn_006_007.tif ITEMLIST=CYC_DPL_FordWarrn_006_008.tif ITEMLIST=CYC_DPL_FordWarrn_006_009.tif ITEMLIST=CYC_DPL_FordWarrn_006_010.tif ITEMLIST=CYC_DPL_FordWarrn_006_011.tif ITEMLIST=CYC_DPL_FordWarrn_006_012.tif ITEMLIST=CYC_DPL_FordWarrn_006_013.tif ITEMLIST=CYC_DPL_FordWarrn_006_014.tif ITEMLIST=CYC_DPL_FordWarrn_006_015.tif ITEMLIST=CYC_DPL_FordWarrn_006_016.tif ITEMLIST=CYC_DPL_FordWarrn_006_017.tif ITEMLIST=CYC_DPL_FordWarrn_008_006.tif ITEMLIST=CYC_DPL_FordWarrn_007_001.tif ITEMLIST=CYC_DPL_FordWarrn_007_002.tif ITEMLIST=CYC_DPL_FordWarrn_007_003.tif ITEMLIST=CYC_DPL_FordWarrn_007_004.tif ITEMLIST=CYC_DPL_FordWarrn_008_001.tif ITEMLIST=CYC_DPL_FordWarrn_008_002.tif ITEMTOTAL=49

Connection speed varies during the day? Will computer be able to run an upload while being used for other purposes? Can I run more than one at a time? Step 4 When to upload

Step 5 Which software? Two software interfaces used – DA Uploader, Send to Digital Archive (DOS interface) Each have their pro’s and cons Can be used at the same time on the same computer

DA UploaderSend to Archive Icon on desktop to openRight click on volume folder Click through to get to final locationAutomatically uploaded to final location Will show progress of uploadNo progress of upload Can see other volumes, uploads/files in progress Limited to seeing only current volume Similar to navigating through a computer hard drive DOS interface Must manually push through archive to be accessioned Should automatically go to be accessioned If program aborted can go back in and continue upload It program aborted, must use DA Uploader If log out/shut down computer will end transfer

DA Uploader/WINSCP Once logged in make sure to be in the xfer/archive/in/archive folder Click and Drag volume into second screen Depending on size may take several hours to transfer When completed type.READY at end of volume name – Will automatically send volume to Digital Archive for accession

DOS Uploader Must right click on Volume folder, select Send to Digital Archive Will automatically send to Digital Archive Will notify you when upload completed

Step 6 Ingest successful? You will received an saying successful or error – Possible errors: Item total wrong Items missing Missing information If unsuccessful, fix problems – Use DA Uploader Usually as easy as changing manifest, adding missing files – Won’t have to re-upload entire volume again

Step 7 Record when it is uploaded by either/or: Typing next to volume folder what has been done

Recording on spreadsheet

Step 8 Add link to volume in Archival File Manager

This link provides a path to be able to download images from the Digital Archive. The link can be hidden to the public. – If it remains unhidden and the collection is public, then any public user can download the master file from the archive at any time. Things to remember: – Change the last section of the link to match the archival volumeid – If you unhide the link to download an image, remember to re-hide it when done.

Step 9 Delete original/masters, DA files from local drives Once items are in archive they can be access and downloaded Keeping masters/archival copies of digital files will only take up needed space for future images

Archive Accession Reports Will be mailed to you when the volume has been successfully added to the archive Will have list of items in volume Amount of storage space used

Questions? Sally McDonald, Archivist/Librarian Western History/Genealogy, Denver Public Library