Creating Digital Object Record in Archon

Before creating a digital object, check to see that the collection has a collection record in Archon. If one does not already exist (i.e. if the electronic records are not part of a hybrid collection), generate a collection record in Archon using the Collections module (Collections -> Collection Manager). Assign a record series number and provide a full descriptive record in Archon.

Create the digital object (DO) record for both the online and the nearline access copies in Archon. The DO record can be created in the Digital Library module (Digital Library è Digital Library Manager) in Archon, and linked to the main collection record. To create a DO record via the Digital Library Manager module, click on "New" in order to create the record:

For new and existing digital object records, fill in/edit as appropriate:

1. Title: Give a title to the DO according to the following convention, making sure to capitalize where appropriate (note: do not include the date(s) in this field, as it will end up appearing twice in the e-records browser)

• • Center on Democracy in a Multiracial Society (Born Digital Records)

• PLATO User's Memos and Manuals (Digital Surrogates)

• CDMS Issuances and Reports (Born Digital Records and Digital Surrogates)

2. Web Output Enabled: Select yes or no when you are ready to make the DO record public

3. Identifier: You may not be able to fill this field until contacting the Preservation GA (Graduate Assistant) when the AIP is ready for ingest. The GA will create a collection registry record in Medusa for the record series. The Medusa record will contain a UUID number in the Administrative metadata tab (e.g. 11913760-a08f-0131-4a3f-0050569601ca-a). After the entry has been created, add the UUID number to the Identifier field in the Archon DO.

4. Date: Include date(s) of the records

5. Content URL: If materials are going to be made accessible online, check URL is a hyperlink. The content URL for online materials will be following (place the directory record series number in place of the "xxxxxxx" - e.g. 1505055: http://archives.library.illinois.edu/e-records/index.php?dir=University%20Archives/xxxxxxx/.

6. Languages: Select the language(s) of the records

7. Subjects: Select the subject(s) that pertain to the records

8. Creator Information: Assign/select the creator of the records

9. Primary Creator: Assign/select the primary creator of the records

10. Collection: Select the record series associated with the DO record (i.e. the main collection record created within the Collection Manager module)

11. Collection Content: This will allow you to link the DO record with a "Level/Container" in the Collection Content Manager module. This only works when the container list (box and folder list) are encoded in Archon and not a PDF. Additionally, it can only be linked to one place in the Collection Content (box and folder list).

12. After you have finished filling in the metadata in the "General" tab, navigate to the "Detailed Description" tab to fill in the scope note. To help you write the scope description, examine folders and file titles in the access folder(s) and make notes on the following:

• extent of access files (in MB or GB)

• system of arrangement

• formats/genres of materials

• subject matter covered

• names of correspondents

If nearline material exist, describe the content following with the following: “Additional digital materials are available upon request." Also include a link to administrative access and the link to the ingested "preservation" materials in Medusa (once you have the link to the Medusa record from the Preservation GA).

13. Physical Description: Include information in this field about the size and details about the formats of the files. Note specific processing methods used (where applicable). Also describe nearline extent and file formats if applicable.

14. Rights Statement: Provide the correct rights statement (for list of rights statements, see: http://archives.library.illinois.edu/staff-resources/copyright-policies/).

******NOTE: There should only be one DO record for each record series. If the record series has both born digital material and digital surrogates, they should be described together in the same DO record (see the above naming conventions for titles).