d. Transfer to Backlog

When an accession includes digital content (whether transferred from removable media or via some other means), it is transferred to Archivematica's backlog in one or more transfers. In Archivematica, a transfer begins the process of transforming any set of digital objects and/or directories into a SIP. Once uploaded to the dashboard, transfers in the Transfer tab run through several micro-services, including:

• • UUID assignment;

  • checksum verification (if checksums are present);

  • package extraction (i.e., unzipping of zipped or otherwise packaged files);

  • virus checking;

  • indexing;

  • format identification and validation; and

  • metadata extraction.

Transfers are then sent to a managed backlog for storage until they are ready to be retrieved and processed at a later date. They are also noted in the accession record.

Connecting to the Archivematica Staging Area

• Connect to the Archivematica staging area (\\bhl-dropbox.m.storage.umich.edu\bhl-dropbox\archivematica_staging) using the BHL Storage program (you'll need to have reconnected the Ethernet cable).

• Enter your UMich username and password. The Archivematica staging area will connect to the "Z:" drive.

Note

If you do not have permissions to access bhl-digitalarchive, notify the Archivist for Digital Curation. 

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Using Exactly to Bag and Copy Transfers

Archivists at the Bentley employ Exactly, a tool developed by AVPreserve, to safely transfer born-digital material to the Archivematica staging area. Exactly utilizes the BagIt File Packaging Format and a custom metadata profile to facilitate network transfers.

• • Open the executable which can be found at C:\BHL\Utilities\exactly\exactly.exe. The RMWs also have a desktop shortcut.

• • Ensure that you are in the "Deliver" tab (not the "Receive" tab).

Note

We use a custom implementation of Exactly; a number of "Deliver" configurations, for example, are set using a "bhl-archivists-exactlyConfiguration" XML file (located at C:\BHL\Utilities\exactly\bhl-archivists-exactlyConfiguration.xml): custom metadata fields, email notifications, etc.

• • Enter the Title, which should be the Accession ID. 

Note

When an accession is more than 50,000 files or 50 GB, break it up into multiple transfers of about that size. The titles of these transfers follow a slightly different convention. Use the Accession ID, but append an underscore and a three-digit sequential suffix (e.g., _001, _002, _003, etc.). The Archivist for Digital Curation can assist you with this process (if needed).

• • Select the Source folder(s). Click "Browse" and navigate to the file(s) or folder(s) you'd like to transfer. For removable media, navigate to the folder(s) for each barcode.

• Ensure that the Destination folder is pointed to the archivematica_staging folder in your mapped bhl-dropbox directory.

• Click "show" to expand Metadata entry fields and fill out the following:

  • Source Organization (should always read "Bentley Historical Library")

  • Organization Address (should always read "1150 Beal Avenue Ann Arbor, MI 48109-2113 U.S.A.")

  • Accession Number

  • Archivist Name (Last name, first name)

  • Description (a free-text note that describes the intellectual content of the transfer)

  • Click "Save" to save your metadata.

• Click "Transfer" to bag and transfer your package to the to Archivematica staging area.

• Once the transfer is complete, an email notification will be sent to the Archivist for Digital Curation and the log will read "Transfer completed successfully."

• Repeat as necessary for accessions that have been broken up into multiple transfers due to size or other considerations

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Cleaning Up

Cleaning up the RMW

• Once you have successfully transferred your accession using Exacly, you can move it to the "C:\BHL2\Collections Processing\moved" folder. The Archivist for Digital Curation will periodically delete the contents of this folder.

• Disconnect the bhl-dropbox.

Note

The following three steps, Transfer to Archivematica's Backlog, Tracking Transfers in ArchivesSpace and Cleaning Up Archivematica's Transfer Tab will be completed by the Archivist for Digital Curation. You will be notified (via email) once your transfer(s) have successfully made their way to Archivematica's backlog.

In general, this process should take anywhere from a couple days to a week. However, please let the Archivist for Digital Curation know if you need your transfers completed immediately.

Transfer to Archivematica's Backlog

This step will be completed by the Archivist for Digital Curation. Currently, this process is automated using Archivematica's Automation Tools (the instructions below are for those transfers that will be completed manually). The Automation Tools kick off as soon as a transfer is moved from Archivematica's staging area to the relevant transfer directory.

• • In the Transfer tab, select your transfer type from the menu. Typically, this will be the "Unzipped Bag" option, although occasionally we also use the "Standard Transfer" option.

  • For "Transfer name," use the name of the top directory. Typically, this is the Accession ID, although when an accession has been broken up into multiple transfers, it will be the Accession ID with a three-digit sequential suffix (e.g., _001, _002, _003, etc.) appended to it.

  • For "Accession no." use the Accession ID from ArchivesSpace. When an accession has been broken up into multiple transfers, use the Accession ID as the "Accession no." for all transfers.

  • Click "Browse" and choose the Transfer Source location. Typically, this will be "BHL dropbox transfer." Select the source directory containing your object(s) for upload, and click "Add."

  • Hit the Start Transfer button to begin the transfer.

  • The transfer will appear in the dashboard with an "Awaiting decision" icon next to it. This means that it is awaiting a decision by the user. In the "Actions" drop-down menu, select "Approve transfer" to begin processing the transfer. You may also "Reject transfer" and quit processing.

• • The transfer will now run through a series of micro-services set by the Assistant Archivist for Digital Curation in the Administration tab before it is deposited into a managed backlog.

Note

If a transfer fails, the Archivist for Digital Curation will troubleshoot the error.

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Tracking Transfers in ArchivesSpace

This step will be completed by the Archivist for Digital Curation.

• • Navigate to the accession record by clicking "Browse," then "Accessions." Search by Accession ID, which can be gleaned from the Exactly metadata.

  • Edit the Accession record and fill out the following fields:

    • Edit the Content Description according to the guidelines for basic information. Note that the removable media have been transferred, and ensure that the intellectual description (in the bag's "Description" field) is incorporated.

    • Create the Extent statement according to the guidelines for creating extents.

    • Create and link a Digital Object Instance according to the guidelines for creating and linking digital object instances. The "Title" will be "Archivematica Transfer" and the "Identifier" will be the Archivematica Transfer UUID.

Note

At this point, the Archivist for Digital Curation will notify (via email) the archivist that transferred the content from the accession that the transfer completed successfully.

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Cleaning Up Archivematica's Transfer Tab and Transfer Source Location

This step will be completed by the Archivist for Digital Curation.

Cleaning Up the Transfer Tab

• 1. In the Transfer tab, click the "Remove" icon to remove the Transfer from the dashboard.

  2. Ensure that the Status is "Completed successfully" and click the Confirm button to proceed.

Cleaning Up the Transfer Source Location

• 1. Confirm (using Windows Explorer or any other means) that the transfer has made its way to \\bhl-archivematica.m.storage.umich.edu\bhl-archivematica\prod\transfer_backlog. Occasionally, the dashboard will report that a transfer is successful, even when it's really not.

  2. At least 24 hours after a transfer has successfully completed, delete it from the bhl-digitalarchive transfer source location. This gap helps to ensure that the transfer gets backed up in the transfer backlog.

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