Born Digital Materials

Beinecke DASS prep for the Rare Book Cataloging Unit


  • Fill out spreadsheet
  • Submit spreadsheet online
  • Give item(s) to Alice
  • Update internal tracking documentation (TBD)
  • Pick up item(s) from Alice after DASS work complete
  • Update internal tracking documentation (TBD)

Fill out spreadsheet

  • Go to the Documents Section for the Rare Book Cataloging Unit in Sharepoint for the spreadsheet template
  • Download and save it to your computer using a standardized naming convention.
    • Accessioning Team: the file name for your spreadsheets should be brbl_dass_BibID.xls. Save each spreadsheet in the appropriate location (TBD)
  • In the new spreadsheet, hide column A (“Security Tag”) by right-clicking on the column header and selecting “Hide” from the drop-down menu.
    • Repositories can use this column to let Alice know which Preservica security tag to apply to each piece of media when she creates their Preservica SIPs for ingest. Beinecke does its own Preservica packaging, so we don’t need to use this column and Alice has asked that we hide it.
  • Column B: BibID
  • Column C: MFHD ID
  • Column D: Component Unique ID – Input disk number comprised of the bibID followed by a sequential number, all separated by hyphens.
    • Example: bibID-0001, bibID-0002…
    • Disk numbers are sequential by BibID, and the sequence starts over with each new BibID
    • Labeling Media with Unique ID: Procedures TBD, pending discussion in RBC. Below are the labeling procedures used for manuscript material.
      • For optical media (CDs, DVDs), use a black Sharpie to write the disk number on the circle of clear plastic at the center of the media (see example below).
      • For all other media, use a black or silver oil-based Sharpie paint pen (Extra-Fine Point) to write the disk number along one side of the front of the media (see example below). These markings require a moment to dry, after which they do not smudge and are not easily erased.
      • When writing the disk number on a 5.25-inch floppy disk, make sure not to touch or rest your hand on the partially exposed magnetic store medium.
  • Column E: Label Written on Physical Disk – Transcribe information from the label affixed to the media or written on the media itself
    • Transcribe the information on the media exactly, using your judgment when a word is repeated a million times in a row. For example, if a disk label reads “drafts backup 4/1/80 drafts backup” it might be enough to transcribe “drafts backup 4/1/80.”
    • Transcribe the information exactly, don’t characterize it or describe it even if you suspect you know what’s on the media. For example, if a disk is in a folder called “Drafts of Ocean short story” or in a disk case labeled “correspondence related to Ocean short story” but the disk label itself only has the number “1” on it or something like “backup,” transcribe only what is on the disk label: “1” or “backup.” Do not add language based on where the disk was found or what you think might be on it.
    • Make sure to look at the front, back, and all sides of the media to make sure all information is transcribed.
    • Alice relies on the transcription to confirm that the media in her hand matches what she sees in the spreadsheet
    • Do not transcribe information from the media’s housing (e.g., a CD case)
    • If there is no label on the media, but the creator has affixed a Post-It or taped a note to the media that’s clearly intended to serve as the label, transcribe that.
    • Use [no label information] if there is no label or other writing on the media, or if the label contains only pre-printed information (e.g., a generic IBM disk label).
    • Use [no label information] if there is no label or other writing on the media, even if the media is in a case that has a label and writing.
    • Transcribe capitalization and common symbols
    • Don’t worry about capturing formatting (e.g., underlining, bold, italics) or things like circles (e.g., the letter A circled), shapes, drawings, other art, or unusual symbols

    Insert images here

  • Column F: Title – Title of Item accompanying born digital material
    • Details TBD, pending testing. Considerations:
      • Include Title, Publisher, Date
      • 245A
      • Title, Volume, Issue # (when working with Serials)
  • Column G: Type – use the drop-down menu to select the correct media format
    • If something is obviously a CD or DVD but you’re not sure which one, or whether it’s rewriteable (RW), please select “Optical Media” as the format. Alice will confirm the format at capture and replace “Optical Media” with the precise media format.
    • If you come across a media type not represented in the drop-down menu or that you’re not sure about, don’t make an educated guess! Leave column F blank and highlight the field to draw Alice’s attention to it. Use the notes field (Column I) to let Alice know that this is an unusual media type
  • Column H: Notes
    • Information in this field will not be ingested into any description system
    • Use it to communicate with Alice about any restrictions, conservation notes (cracked CD, soiled media), or special instructions about damaged media or unusual media formats, or descriptions of anything that is unclear

Submit spreadsheet

Submit the spreadsheet using the Qualtrics link on the DASS LibGuide. On the LibGuide, scroll down to the bottom of the page and click on the Submission Form heading on the right side, which will take you to the Qualtrics form.
For Method of Transfer choose “Other” and type in where the materials were left for Alice

Give item(s) to Alice

After submitting the spreadsheet via the Qualtrics form, leave the box(es) for Alice on her desk (C104, shared with Matthew Gorham)

Pick up box from Alice after DASS work complete

Once the box has gone through DASS, Alice will email the person who submitted the Qualtrics form to confirm that DASS work is complete and the media will be in the lab ready for pick-up.