When working with creators/donors, it is important to ensure that they are aware of the types of preservation actions taken by the Preservation unit and the University Archives to reformat the media, extract metadata, and create access. A copy of the Guidelines for Donating Digital Materials should be shared with potential donors prior to the donation of computer-based files. Depending on the nature of the media or files to be donated, it may be important to arrange a time to assess the media in its context with Tracy Popp.
Once the creator/donor agrees to transfer their “papers” to the University Archives, make sure to execute the deed of gift agreement with the attached Addendum to Deed of Gift: Electronic Records.
Accessioned content should be moved to the Unprocessed directory on the storage server: \\storage.library.illinois.edu\UA\UA\Unprocessed. In the Unprocessed folder, the content should be placed in a directory with the seven-digit (numeric) collection identifier from Archon e.g. 1519030 for 15/19/30, in either the New Accessions or Accruals folder.
Once you add content to the storage server, make a note of the material on the New Accessions/Accruals tracking spreadsheet.