PRESERVATION
Guidelines for the preservation
of CD-ROMs and DVDs were revised in January 2006. Before this date if a
CDROM
was selected all were selected for High Priority preservation.
In
recognition of the work involved
and resource intensive nature of preserving electronic materials, and
acknowledging that this is still an area of development, only items
deemed to
be of a significant research value will now be selected for
preservation.
These
guidelines apply to:
-
all Australian
physical format electronic material,
except material collected by Maps and Manuscripts.
-
Physical format
material whether it accompanies
print material or not
-
Both monograph
and serial publications
-
Hybrid
publications that have both physical format
and Internet components.
When
the
material arrives the APS6’s will make a decision as to what
preservation, if
any, the material is assigned using the guidelines that were devised.
If it has
been decided to
preserve the material a 900 tag is
added to the bibliographic record.
ie.
900 |aSelected for
preservation.
Accessioning
CD-ROMs, computer disks
CD/DVD optical discs
without
accompanying print serial (8.6.1)
1. Serials in
CD/DVD optical disc format
with no evidence that the issues will cumulate with each successive
disk.
This
category will have no
special instructions on the SCKI
check-in record.
Route:
1) Electronic
Preservation (if
required) 2) Shelves (e.g. put in
the box S Nmt steel cabinet drawer).
2. Cumulative
loose-leaf titles on CD/DVD optical discs
This category
includes Butterworths and other legal
material
where each new CD/DVD optical disc supersedes the previous CD/DVD
optical disc. For this
category there
will be instructions on the Voyager
component saying that the holding is to be amended to show the latest
date
only and that the superseded disk is to be destroyed or returned to
ASEU.
CD/disks with
accompanying print serial
(8.6.2)
Any CD/DVD optical
disc that is
received with the print and is an
important part of the issue, it should be assigned an S Nmt number [ie.
if it
has not already been assigned an S Nmt
number]. Disk has to be removed and put in a CD jewel case with labels
and
appropriate call numbers. Any adhesive should be carefully removed as
well. Any CD-ROMs selected for discard
with a Serials component can to be sent to ?. Please include
a
note in the Voyager component
to this effect.
An S Nmt location
was given
to a few early computer magazine titles with accompanying demo disks
(eg
Australian PC user, Australian playstation).
For these titles, both the hard copy and the disk will continue to be
sent to S Nmt.
There should be a note in the copy record in this circumstance.
If unsure whether
material should be discarded, check
with
supervisor.
CD-ROMS that are an
exact equivalent of the hard copy
CD-ROMS that are an
exact equivalent of the hard copy
are to be
removed from the hard copy and discarded (see below for exceptions).
Any
adhesive should be carefully removed as well.
Discarded discs are to be placed in the discard tub on the bottom
discard shelf by the window.
Send any CD-ROMs
with a serial component that are
selected
for discard to ? with a note explaining
that the
CD-ROM is a discard from Australian Serials.
Add a Voyager component note on the hard copy record about the routing
of the CD-ROM.
Material which
already has an S Nmt
number:
- Process the
electronic material (disk, CD-ROM)
and the print serial as follows:
- For the
electronic material, attach a
silver-backed label and use the rubber stamp provided and complete the
following information:
Disk for:
Title:
Issue:
Held
at:
Note: If material
is on a floppy disk which does not
come
in its own box, use a pencil or Artline 700 to add the call number and
issue
no. of the print title which the disk accompanies to the disk label
& place
the disk/s in a zip plastic bag. If there is no room on the disk label
use a
silver-backed label and send it with the disk.
Accompanying disk
held at
S Nmt
- Disks will need
a separate purchase order
record. If there is not one, create one
(see 8.5). See the following example for
the types of notes that may be necessary for both the hard copy record
and the
disk record.
- Do not separate
the material, route both print and electronic to shelves or
1)
Analytics 2) Shelves.
- For serial items
that consist of a paper-based item (e.g. Magazine) and a disc, please
place the
disc in a suitable jewel case and put both items into a snap-lock
sleeve if they are going to the same location
so they are not separated and send to stacks. If they are going to
different
locations put the CD-ROM in the cardboard box in the steel cabinet
drawer and
the stacks staff will place the serial discs into polypropylene boxes
already
housing other items for that particular serial.
If material has
not yet been given an S Nmt
number:
- Do
another holding on Voyager cataloguing for CD-ROM, eg
852
1#|bAUSQ|kNq|h796.358|iAUS|xNo. 1 (1991)-
852
8#|bMIXEDMEDIA|hS Nmt 248 |xNo. 1 (1991)-
- Label
material as outlined above.
- Route
material (electronic & print) to Shelves or 1) Analytics 2)
Shelves. (See instructions above)
CD-ROMs accompanied
by
User Manual, Quick reference booklet or print
abstract.
Some CD-ROMs are
accompanied by
print material (e.g. a User Manual) which forms an integral part of the
CD-ROM
title. Catalogue as the CD-ROM, e.g. do not catalogue each component
separately.
Special
routing:
Process materials
according to the categories above,
then route
as directed in the processing notes
Analytics
Do not put in the S
Nmt
drawer. Put both the print and electronic on the Analytics shelf. Make
routing
1) Analytics 2) Shelves.
APAIS
Do not put in the S
Nmt
drawer. Put both the print and
electronic (in a plastic bag if necessary) on the respective shelves.
Make
routing 1) APAIS 2) Shelves.
RR and RF
Refer materials to
Australian Serial Orders.
Workflow
guideline
The
following is a
draft workflow
guideline for the Australian Serials unit. The
Prometheus ‘Workflow Guide’
should be consulted for more detailed user
instructions in
addition to other functions of the Digital Preservation Workbench such
as transferring jobs
and
capturing non-optical media, such as USB flash memory drives.
Standard
procedure will
be to
preserve the digital material at the same time it is being catalogued i.e.
we will not stockpile Nmt material for
preserving at a later date.
Log
into
Prometheus
Using
your favourite web
browser (Internet Explorer or Firefox).
-
Log into the
system using your NLA logon name and
password
-
On the My Jobs
page, click on the create or find a
job to create a new job
-
In the pop-up
dialog box, enter the Bib.
ID for
the collection item
-
Preview the
details
-
Click on down
arrow
against the choose
holdings box
-
Select S Nmt
line
-
Check for
existing jobs
-
Message
displays
– No jobs exists ...
In
the enter name
of new Job box - type or
copy and paste the title and subtitle (removing GMD and delimiters) of
the item
from the 245 field of the bib record
In
the enter name
of Part box, name the Part as it
appears on the physical media (disc, drive, etc.).
If there are
multiple media discs with
the same
title, add Disc 1 of x to the Title to
clearly
and uniquely identify these separate digital object Parts.
If
there is more than one disc and each disc
has its own unique title, there is no reason to give the disc a number.
Add notes and metadata to part
-
Select System
details
from the drop down list and add/copy
and paste the 538 tag from the bib
record (PC/MAC with CD-ROM drive or whichever is appropriate for the
item), click Save.
-
Click
on Add notes
and metadata to part
again and select File
format from the drop down list
and enter
the file type (e.g. wav; pdf; vob; jpg; jpeg; ePub, mp3; etc.) click Save
-
Choose
the media type
(select the appropriate carrier) such as CD/DVD
for optical discs or File
for a single
PDF or eBook file. Note: these latter single files must be save to the
user's local
hard drive (if delivered via e-mail) prior selecting for ingest into
Prometheus. The User's computer 'D' drive is an easy temporary option.
-
Click Capture to
initiate the
workflow.
Timing Notes:
Initializing;
a pop up window of file types will display which can be closed;
imaging (can
take up to 10 minutes); copying (approx. 2 minutes); completed;
pending
(approx 2 minutes); analysing (approximately 2 minutes to several
hours depending on the amount and type of the content); completed.
If
this takes
some time – click on the refresh button on the toolbar (two
arrows in a
circular motion)
-
When all the Parts
have been added and the Annotations
of File Formats and System Details have been added for Digital
Preservation and checked against the Captured Files,
the job can be finalised by clicking on the Mark entire
job complete
button
-
A confirmation
dialogue
box will appear and click
on Mark
complete button to finalise the
job by submitting it to the digital repository’s Ingest
Service.
Complete
catalogue record and add new holdings line (Voyager)
When
preservation is
completed,
the bib record and holdings need to be completed.
-
Add 583 tag to
the bib record
if not already present. 583 -
- ‡a Digital content
preserved ‡5 ANL
-
Add new holdings
record (in addition to existing Nmt holding for the physical
item in the stacks) – but no item
record is needed. 852 8
- ‡b PRU ‡h Digital preservation master
-
Remove 900 tag on the bib record if it is still
displayed. 900 - - ‡a Selected for
preservation
If an
item is part of a monographic series record, preserve it to the
monographic record only.
In a
series record:
-
Add 583 tag to the bib
record if not already present. 583
- - ‡a Digital content
preserved on individual monographic records for
this series ‡5 ANL
-
Add a non-public note (866 'x') onto the exisiting electronic serial holdings record
(S Nmt holding). 866 - 0
‡x Individual titles
in this series are archived on Prometheus.
Prometheus holdings are attached to monograph records
End
processing
Do's and Don'ts
Reminder
Do
-
Carefully
remove the physical media from it’s
holder. When
accessing optical media use supplied release mechanisms and try not to
flex or bend the disc too much.
-
Check the
condition of the physical media before
using it and clean if necessary.
-
Ensure that
each Part is uniquely named and that the
naming matches that of the original physical media carrier.
-
Ensure
Preservation information is entered for each
Part in the form of ile Formats and System Details.
-
Conduct a final
QA checklist before marking the job
complete and submitting it the digital repository’s Ingest
Service.
Don'ts
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