Ingesting Digital Materials

For materials that already exist in our collections and have been previously accessioned, like scans received from a vendor for digitized in house.

Ingesting scans of paper materials, digitized audio or video content, or born-digital materials, places them in a consistent storage with a backup. This prevents files from getting lost or accidentally deleted and ensures that they will be managed overtime.

\\Lincoln\Library\SPE_Processing is like our stacks. Ingesting items is like placing them on the stacks instead of in an office or table somewhere.

During ingest, a second, read-only copy is created in \\Lincoln\Masters\Archives\SIP in a bagit bag. You shouldn't have to worry about this copy, but this way we always have a second copy of the ingested files in case of errors or accidental deletion.

If you are working with new born-digital materials haven't been accessioned in ASpace yet, use Accessioning New Born-Digital Records instead.

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How to ingest digital materials

1. Place files you want to ingest in the ingest folder in a folder named with the collection ID.

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         • The ingest folder is: \\Lincoln\Library\SPE_Processing\ingest

         • Digitized files will be logged in the DigitizationExtentTracker.xlsx at \\Lincoln\Library\SPE_Automated\DigitizationExtentTracker so we can track the size and quantity of what we're digitizing.

         • Files here can have subfolders and any structure that is useful for preserving any meaningful order.

      ^{ingest/     ├─ apap101/     │  ├─ minutes.docx     │  ├─ report.pdf     ├─ ua950.012/     │  ├─ Issue1/     │  │  ├─ page1.tif     │  │  ├─ page2.tif     │  │  │  ...}   

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        • Derivatives and metadata files can be added pre-ingest by placing them in subfolders for "derivatives" and "metadata" within the collection ID folder. Note: this means that original files cannot have root directories named "derivatives" or "metadata.

      ^{ingest/     ├─ ua746/     │  ├─ image1.png     │  ├─ image2.png     │  ├─ ...     │  ├─ derivatives/     │  │  ├─ image1.jpg     │  │  ├─ image2.jpg     │  │  ├─ ...     │  ├─ metadata/     │  │  ├─ image_list.csv     ├─ ...}

2. Enter the collection ID in the Ingest tab of the processing app, and click "Submit"

3. Checkout the log to see if the ingest was sucessful or had any errors.

Results of Ingest

1. Files will be packaged unto a SIP bag here: \\Lincoln\Masters\Archives\SIP\<collection ID>\<package ID>
   
   

   1. SIP and AIP packages are here: https://github.com/UAlbanyArchives/packages
      
      
      

2. Processing folder for package is created in \\Lincoln\Library\SPE_Processing\backlog\<collection ID>\<package ID>
   
   
   

3. Master files are placed in \masters subfolder
   
   
   

4. Example Processing package:

   • ua809_JxkK2VWVFu7F8VWaTe72BG

     • derivatives

     • masters

     • metadata

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