a. Preliminary Procedures

Barcodes and Accession IDs

In order to migrate content off of removable media, several preliminary steps must take place, which include creating an accession record in ArchivesSpace, applying a barcode to the media's housing, and photographing the media.

Appraisal Note

Material that is clearly identified as duplicate or out of scope (i.e., multiple copies of a commencement address or a motion picture from a major studio) should be immediately separated from the collection. Be sure to include the estimated extent (in KB, MB or GB) of the content on the removable media you separate without transferring on the Separation Record.

• An accession record, even if minimal, must be created before removable media procedures can commence, as many of the following applications require the accession record ID. If none exists, an archivist can generate one in ArchivesSpace by clicking "Create," and then "Accession."

• Media in the collection will be housed in an envelope or case as needed and given a barcode. Barcodes are never applied to the media itself, but are placed on the housing of media. Each individual piece of media should receive a separate barcode, which will become its unique ID and will follow the digital file throughout the transfer process.

• Before starting the RMW, the network cable should be plugged in so the computer can run any necessary updates. Once the computer has booted and any updates are completed, unplug the network cable. In the event that any viruses or malware are among the files, this step will prevent a wider infection of the BHL network.

Collection Setup

Once the above steps have been completed, you are ready to move forward:

• Open the Command Prompt from the workstation computer desktop to launch a Windows dialogue box.

• In the Command Prompt navigate to the bhl_bd_utils.py script.

  • To find the location of the script, usage notes, and examples open the bhl_bd_utils_cmnds.txt on the desktop.

To create a new accession

• • Type the following into the Command Prompt:

bhl_bd_utils.py ACCESSION NUMBER -c  

• • Scan the barcode for the item. 

  • Next, open the Camera shortcut from the taskbar.

• • • The purpose of this step is two-fold. First, it is to document anything about the removable media or its carrier that may have evidential value for researchers (e.g., handwritten notes). The second is to provide a thumbnail for our access platforms (such as this item in the Bentley Digital Media Library) and the Notice of Removable Media that will be placed in the physical folder of the originating box.

Note

The image that you take here may show up on a public-facing website--it's important to get good image(s) of the removable media.

• Tips for taking good photographs with the webcam:

  • • You can take more than one photo per item if necessary to capture all important information about the media (e.g., one photo of the removable media, one of the front of its carrier, one of its back, etc.), but ensure that the first image you take is "representative," i.e., that it could be used as a thumbnail in an access system.

• • Make sure the camera is level and adjust when necessary. Try to move the camera as little as possible since this will impact the accuracy of the Image Magick auto-cropping settings.

  • To minimize glare, make sure the front flap of the light box is down.

  • Position the media within the target to provide a scale reference and to ensure uniformity across all photos taken on the RMW. 

    • Ensure that text is oriented correctly. "Bentley Historical Library" at the top of the target should be the top of the photo. 

  • Larger containers, such as DVD cases, can be placed sideways on the target to ensure the entire case fits in the image. The top of the case should face the measurements on the left-hand side of the target.

  • The "Auto-focus" feature should be selected. The focus can also be adjust manually if necessary.

  • Make sure the barcode is visible in the first image. 

• When media is positioned properly with all information showing and the camera settings are optimal, click the camera icon to take photograph.

After you have taken the photograph(s), go back to the Command Prompt and press Enter. This will do two things:

• Create a folder (using the barcode number as the filename) for the item inside a collection directory (named with the collection ID and keyword). 

• Create a 'Metadata' subfolder that contains the photo(s) you took, an HTML file (to document the removal of media from folders, if applicable), and a plain text file for recording appraisal and processing notes. 

• Crop the photo to include only the target and brighten the image. If the camera is moved or cropping is inaccurate, adjust the Image Magick script in the Collection Setup dialog box using the -crop command and the pixel dimensions (ex. '-crop 750x500+10+5').

The script will then ask "Do you have more removable media to transfer? (y/n):"

• If yes, type y and repeat the process for each additional item.

• If no, type n and the script will exit. Close the Command Prompt.