File Management

Owned by Annabel Pinkney (Unlicensed)
Last updated: Dec 19, 2023
2 min read

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 you’re ready to export your raw image files from Capture One to TIFF, follow the instructions provided in the 2D and 3D Digitization Manuals for file exports and folder naming conventions.

For 2D Digitization, it’s important to export your files to your machine’s local desktop before saving on the network drive (the M drive). This is because of a bug in the C1 system. You are less likely to have any corrupt file exports if you export locally. This only applies to the 2D digitization studio Mac.

  1. Export Files to local Desktop. File naming: Bib no./accession no._###

    1. Save a copy of the files to the External Hard Drive

    2. Save a copy of the files to the M: Drive

    3. Immediately delete local files to save space on Mac. (Don’t forget to clear trash)

  2. When all files are processed and located in M:, move a copy of the files in 'Ready to Ingest' folder

  3. Move the original files to the “_INGESTED” folder, located within each collection’s directory.

  4. See retention schedule below for regular intervals of clearing the M drive and external hard drive.

Upon ingesting images to the digital collections, a preservation copy of the file is automatically added to AWS Glacier remote cloud storage.

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.

Any files that are integral or supplemental to an unpublished or unfinished digital record should be retained.

Shared M: Drive

Before deleting, check that all files have been ingested into the Digital Collections!

Recurrence: Bi-Annually

Action: Delete TIFF files from “_INGESTED” folders in each collections directory on M: drive.

Review Retention Schedule: Annually.

Next review date: January 2025

Digitization Studio Macintosh External Hard Drive

Recurrence: When hard drive reaches capacity. (7TB)

Action: Remove all file export data and Capture One Session data from a reasonable length of time in the past. (2 years?)

Review Retention Schedule: Annually.

Next review date: January 2025