Retention Schedules
Digital Preservation Information
File Management and Digital Preservation
Digital collection record assets are created on the Digitization Studio Macintosh. Image files are created in TIFF format using a Phase One IQ3 digital back camera and processed using Capture One software. Phase One Session data is saved to Users/Shared on the Mac.
When ready to process new images (export the image files from Capture One to TIFF files), follow the instructions provided in the Digitization Manual and the following steps for file and folder naming conventions.
Navigate to M:\[Collecting Area]
Create new folder in the directory. This is the location where you will export your images.
Title the folder using the following convention:
Bib no./accession no. First Words of Title
b1033483 Essay on Combustion
Export files to the folder you just created (See SHI Imaging Staff Training Manual). File names should retain bib/accession number as the filename prefix with a three-digit sequence number as the filename suffix.
Bib no./accession no._###
b1033483_001
When exporting a large book with many associated image files, it may be beneficial to limit the export to 100-150 images per folder to ease the ingest into the digital collections.
When all files are processed and located in M:, follow the instructions for ingesting files
Once a copy of the files has been placed in ‘Ready to Ingest,’ move the original folder to the “_INGESTED” folder, located within each directory.
See retention schedule below for regular intervals of clearing the _INGESTED folders.
Upon ingesting images to the digital collections, a preservation copy of the file is automatically added to AWS Glacier remote cloud storage.
File Management and Retention Schedules
Files stored on the digitization studio Mac and shared M: drive should be deleted regularly to assure ample space is available for continuous digitization.
Files should be deleted from the M: drive first, and files from the Mac should be deleted second. Retention criteria encompass any files that are integral or supplemental to an unpublished or unfinished digital record.
Shared M: Drive Retention Schedule
Before deleting, check that files have already been ingested into the Digital Collections!
Recurrence: Monthly (End of the month)
Action: Delete all TIFF files from the _INGESTED folders in each collections directory
Review Retention Schedule: Annually – Next review date: February 2022
Digitization Studio Macintosh Retention Schedule
Before deleting, check that files have already been ingested into the Digital Collections!
Recurrence: Monthly (End of the month)
Action: Remove all Capture One Session data from This Mac > Users > Shared
Review Retention Schedule: Annually – Next review date: February 2022