Merge pull request #66 from NYPL/accessioning

Update Accessioning with ACQID procedures

accessioning/accessioning.md

@@ -5,4 +5,8 @@ nav_order: 2
 has_children: true
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 # Accessioning  
-Accessioning consists of taking legal, administrative, and physical custody of digital material to be transferred to the lab. Accessioning born-digital material includes verifying that the acquisition has been properly documented, validating the material’s completeness and fixity, and then creating an object record in SPEC to support collection management and project planning.
+Accessioning consists of taking legal, administrative, and physical custody of digital material to be transferred to the lab. Accessioning born-digital material includes verifying that the acquisition has been properly documented, validating the material’s completeness and fixity, and then creating an object record in SPEC to support collection management and project planning.  
+
+Accessioning of digital material is usually done by Collection Management.  
+
+Processing archivists create SPEC object records for additional carriers found during processing.  

accessioning/inventorying-digital-media-accession.md

@@ -16,125 +16,75 @@ parent: Accessioning
 
 # Introduction
 
-When digital media is encountered during accessioning of archival collections separate boxes of media are prepared for transfer. 
+When digital media is encountered during accessioning of archival collections separate boxes of media are prepared for transfer by Collection Management.  
 
-|When commercial software is present do not enter it in CMS or label it. Send commercial software as is to Digital Preservation.|
+When digital media is encountered during processing of archival collections it is separated from folders and prepared for transfer by processing archivists.  
 
-Digital media separation procedures are detailed in this document. The workflows may vary based on media types  encountered but the general steps are as follows:  
-
-Deprecated
-{: .label .label-red }
-
-|The following section is out of date. It needs to be revised with SPEC instructions. **Fill out a digital media separation form** and **Shelve the media** are up to date.|
-
-1. Open the collection record in CMS.  
-2. Determine the identification number.  
-3. Label media.
-4. Create a media log record.  
-5. Fill out a digital media separation form.  
-6. Create a shelving card and shelve the media.  
-
-## 1. Open the collection record in CMS.
-
-* Open CMS and locate the collection that you will be working with. Navigate to the electronic records view through the collection management screen.  
-
-## 2. Determine the identification number.
+|When commercial software is present do not enter it in SPEC or label it. Send commercial software as is to Digital Preservation.|
 
-|Use this process when you are not using barcodes to label media.|
+Digital media separation procedures are detailed in this document. The workflows may vary based on media types  encountered but the general steps are as follows:  
 
-Create an identification number for a digital media object using
-4 elements:
+* Remove digital carriers from folders and boxes.  
+* Create a SPEC object record for each carrier.  
+* Label digital carriers.  
+* Fill out Digital Carrier Separation sheets.  
+* Place Digital Carrier Separation sheets where carriers where found.  
+* House digital carriers.  
+* Inform Digital Archives of digital carriers.  
 
-* A letter (M is used for collections.)  
-```M```  
+## Remove digital carriers from folders.  
+* House digital carriers in boxes separate from other material.  
 
-* The collection number from CMS  
-```1087```  
+## Create a SPEC object record for each carrier.  
+* Create an object record in SPEC for each carrier according to Collection Management practices.  
+* Note the acquisition number and the SPEC object ID number.  
+* ACQ_acqID_specObjectID ```ACQ_12345_54321``` is the carrier id used by Digital Preservation.  
 
-* A dash  
-```-```  
+In the image of a SPEC object record below the SPEC object ID is circled in top left and acq ID is circled in bottom right.  
 
-* A sequential number of the object padded to 4 digits  
-```0001```  
+![Screenshot of SPEC object record with SPEC object ID circled in top left and acq ID circled in bottom right](digitalmediaseparation/media/SPEC_DEMO.png)
 
-    * When there are no media objects in the
-collection log the sequential number will be 0001. Objects already recorded in the log will be listed in
-the right hand column. The sequential number will be the next number
-that hasn't been allocated.  For example, the
-tenth object in manuscript collection ```1087``` would be labeled:
-```M1087-0010```.  
+|Label transcript is an optional field. If you want to transcript a label you can enter text as it appears on the label. You can enter ```[illegible]``` for words you can't decipher.|  
 
-The id numbers Digital Preservation uses are only for differentiating one disk from another. Sequence is only relevant for counting a number of disks. This method of id may be deprecated.
-{: .label .label-red }
+## Label carriers.
 
-## 3. Label media.
+* For floppy and zip disks, print the label with ACQ_acqID_specObjectID and affixed it to the media.
 
-* For floppy and zip disks, print the number in ink on a new
-label and affixed it to the media. Labeling media with a P-Touch is best.
+<img src="digitalmediaseparation/media/acqid_floppy.jpg" width="40%" />  
 
-* For Optical media (CDs, DVDs), print the number
-on the media's plastic hub using a using a medium point Sharpie pen. House CDs or DVDs in a sleeve or case if they are not housed. Rehouse CDs or DVDs that are sleeved/cased together into individual sleeves or cases, unless the case is designed for multiple CDs or DVDs.  
+* For Optical media (CDs, DVDs), print the label with ACQ_acqID_specObjectID.  
+* House CDs or DVDs in a sleeve or case if they are not housed.  
+* Rehouse CDs or DVDs that are cased together, unless the case is designed for multiple discs.  
+* Affix the label to the sleeve or case.  
 
-* Make sure no label adhesive sticks to moving parts of the media. Many media types have shutters, gates, or spools that need to move freely to work. Covering a shutter or other moving part with a label can damage the disk and the drive used to read media.  
+|**Make sure no label adhesive sticks to moving parts of the media.**  
+Many media types have shutters, gates, or spools that need to move freely to work. Covering a shutter or other moving part with a label can damage the disk and the drive used to read media.|  
 
 * Check in with Digital Preservation staff to discuss labeling other media types.  
 
 |Digital Preservation staff can label commercial software with a simple collection name.
 ```Crouch``` for Stanley Crouch papers.|
 
-### Floppy disk
+<!-- ### Floppy disk
 ![](/digitalmediaseparation/media/image3.jpg)  
 
 ### Optical media
-![](/digitalmediaseparation/media/image4.jpg)  
-
-## 4. Create a media log record.  
-
- Enter the following
-information in the media log page for the collection.
-
-* id
-
-    * Enter the identification number for the media.
-
-* media format
+![](/digitalmediaseparation/media/image4.jpg)    -->
 
-    * Enter or select the appropriate media type (for example: 5.25 inch floppy disk,
-3.5 inch floppy disk, CD-R, DVD-R, zip disk, hard drive, flash drive).  
-
-    * See [Identifying Digital Media](../sitevisits/identifying-digital-media){:target="_blank"} for media types.   
+## 5. Fill out a digital carrier separation form.  
 
-* floppy density
-
-    * Select the appropriate floppy disk density from the drop down if available. Leave blank for other media types.  
-
-* manufacturer
-
-    * Enter manufacturer of the media if known. 
-
-* serial number (hd)
-
-    * Enter the serial number if the media object is a hard disk drive. Leave blank for other media types.  
-
-| Label transcript is an optional field. If you want to transcript a label you can enter text as it appears on the label. You can enter ```[illegible]``` for words you can't decipher.|  
-
-An example of a completed record for separation:
-
-![](/digitalmediaseparation/media/image1.png)
-
-
-## 5. Fill out a digital media separation form.  
+| Processing archivists can skip this step because processing archivists remove separation sheets when arrangement is finished before shipping.|  
 
 * Fill out a
-[media separation form](https://docs.google.com/document/d/1Tn9j4q3WO5BhhMdXY0Ed09XoRFP_jUJyP96IYCJmkgs/edit?usp=sharing){:target="_blank"} to document where in the collection a media object came from. 
+[digital carrier separation form](https://docs.google.com/document/d/1ZWZ2xMUMPPMV1f0V6CesB-qz1IK5u765Wmr_0ESiZ6U/edit?usp=sharing){:target="_blank"} to document where in the collection a media object came from. 
 
-* Enter the object's identification number and collection.  
+* Enter the object's acquisition id number and collection id.  
+* Enter the object's SPEC object id.    
   * Media IDs follow the naming convention ACQ_acqID_specObjectID.  
 * Circle the format on the form.  
 * Enter the correct format after the word Other if the format is not listed.  
-
-![Digital Separation Sheet](/digitalmediaseparation/media/image2.jpg)
-
+* See [Identifying Digital Media](../sitevisits/identifying-digital-media) for media format types. 
+![Digital Separation Sheet](digitalmediaseparation/media/separationsheet.png)
 
 ## 6. Shelve the media.