Australian Deposit Procedure for Electronic Preservation

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.


Selection and Preservation Information

Electronic preservation selection guidelines are in the Australian Deposit Procedures Manual 2012 (TRIM record R12/44730)


Preservation Workflow

1. Log on to Prometheus using your preferred web browser. The My Jobs page will open.

2. Open the Digipres-socket-service tool installed on your PC. This enables Prometheus to access carriers in your PC's drives.

3. Open Voyager and retrieve the bibliographic record for the collection item you want to preserve.

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.

5. Click the green Preview Details button. Confirm the bibliographic details match the collection item.

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'.

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.

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.

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.

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.

11. Insert the carrier into a drive in your computer.

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.

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.

14. Click the green Capture button. A Capture Media window appears. Click the blue button for the drive containing the carrier for archiving.

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.

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.

17. Click the green Mark Complete button to finish archiving. The Status message will change to Submitted, and some time later, to Completed.

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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