Australian Deposit Procedure for Electronic Preservation
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These procedures
are for electronic preservation of monographs published on CD, DVD and
USB flash drive carriers, and hardcopy monographs containing these
carriers as components. These procedures do not apply to ebook files.
General archiving instructions are on the Prometheus
- Workflow page.
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Selection and Preservation Information
Electronic
preservation selection guidelines are in the Australian Deposit
Procedures Manual 2012 (TRIM record R12/44730)
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Preservation Workflow
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1.
Log on to Prometheus using your preferred web browser. The My Jobs page
will open. |
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2.
Open the Digipres-socket-service tool installed on your PC. This
enables Prometheus to access carriers in your PC's drives.
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3.
Open Voyager and retrieve the bibliographic record for the collection
item you want to preserve. |
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4.
On the My Jobs page, click the green Create
or Find Job
button. In the pop-up dialog box, enter the Voyager bibliographic
record number for the collection item you want to preserve. |
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5.
Click the green Preview
Details
button. Confirm the bibliographic details match the collection item. |
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6.
Select the Nmt holdings for the item being preserved from the Holdings
drop-down menu. DO
NOT select 'Digital
preservation master' or 'Default Digital Holdings'. |
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7.
Click the green Check
for existing jobs
button. The message 'No job exists for this catalogue record and
holdings' will display. If a job exists for a multipart monograph, go
to step 11 to add an additional part. |
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8.
Enter the new Job name. This is the catalogue record title, without
MARC subfield delimiters. It identifies the bibliographic record as
related to the digital preservation Job record. Click the
green Create
new job
button. |
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9.
Click the green Add
media
button. Enter the Part name. This is the title on the carrier. It
identifies the physical carrier item as related to the digitally
preserved Part.
If no title is on the carrier, use the Job title.
For multipart carriers with identical titles on each item, construct
titles in the form 'Disc 1 of 2', etc. Click the green Save button. |
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10.
Click the blue Part
title text, then click the
green Add
notes & metadata to part button
that appears. From the drop-down menu select System Details. Enter text
from the MARC 538 System Details Note field in the bibliographic
record.
Click the green Save button. |
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11.
Insert the carrier into a drive in your computer. |
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12. Again, click
the blue Part
title text, then
click the green Add
notes & metadata to part button
that appears. Select File
format from the drop-down menu.
Run the PowerShell
file extensions tool and
paste the list of file extensions generated. You do not need
to add or remove punctuation or spaces. Click the green Save button. |
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13.
Click the green Edit
button,
then click the blue Choose
Type button
under the bold Media Type
heading. Click the media type icon for your carrier, then click the
green Save button. |
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14. Click
the green Capture button. A
Capture Media window
appears. Click the blue button for the drive containing
the carrier for archiving. |
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15. If
you are archiving a disc, click the green Close
button to start content ingestion. The 6 stages of ingestion are Ready,
Initialising,
Imaging,
Copying,
Pending,
Analysing,
and Completed.
This process takes on average around 15 minutes. You can remove the
carrier any time after Imaging is finished. If you are not sure if Imaging has completed - please do not remove the disc.
The system generates an error message if an ingestion error occurs. If
this happens, follow the instructions on the Prometheus
Error Messages page. |
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16. Refresh
the Status message
by pressing the F5 key.
This information does automatically update.
When the Status message
says Analysing or Completed,
click the Browse Captured
Files tab. The
presence of a manifest of captured files indicates the carrier's
contents have been ingested. Single monographs usually have
one or two files. Databases and interactive media often have a large
number of files. |
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17. Click
the green Mark
Complete
button to finish archiving. The Status
message will change to Submitted, and
some time later, to Completed. |
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18. End
process the collection item and send to stacks. End processing
instructions are in the Australian
Deposit Procedures Manual 2012 (TRIM
record R12/44730). |
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