Once you have finished appraising, arranging, and describing the materials, you can use this checklist to make sure you have completed all the necessary steps to appraise, arrange, describe, and stage born digital material for ingest.
Appraisal
Create an accession record in Archon
Add record series to New Accessions/Accruals tracking spreadsheet
Create a working copy of the files for processing
Scan the files for viruses (Tracy Popp should do this too for reformatting)
Identify and redact/remove SSNs and bank account numbers
Identify file formats using DROID/TreeSize Pro, or any other appraisal and processing tools as necessary)
Save copies of metadata reports in the pdi -> docs folder
Arrangement
Create AIP folder structure
Prepare nearline and online (if possible) access versions of the material and place in respective folders in AIP
Keep original copy of records in the preservation folder
Weed duplicates, redact/remove confidential and sensitive information and material with IP issues from access copies
Identify accessibility barriers (e.g. files in outdated formats cannot be opened and need special software) and migrate files to access derivatives as appropriate or per patron request. Note: derivatives will be given the suffix “~d3riv” before extension and stored in the same folder as the original.
Make sure all metadata reports generated during accessioning, appraising, and arrangement have been placed in the pdi folder in the AIP
Perform additional work to identify and append files extensions using TrID or other programs you find helpful (if necessary)
Description
Create digital object record in Archon for nearline and online content
Create/Update main record series description to make note of electronic records in the folder and box listing and the extent in megabytes of the access files, under "Location"
Update the New Accessions/Accruals spreadsheet to make a note of actions taken during processing
Staging Materials for Ingest
Make sure records are correctly arranged in the AIP
Move your working copy to the MedusaStaging folder
Update the New Accessions/Accruals tracking spreadsheet to note that materials have been staged for ingest
Submit a JIRA request for Digital Preservation to begin ingest
Add record series to the Medusa Workflow Tracking spreadsheet and mark as "Approved for Ingest"
Provide Access
Update the Archon record and DO with the UUID and Medusa Collection URL
In Medusa, pick a representative image/item and check the "publicly visible in the digital library" check box
Copy UUID for the Content folder and the Online folder into the collection record in the Digital Library
Select Free-form
Select the Archives General Metadata Profile
Index items from Medusa
Add public URL for the digital collection to the DO