meet the librarys selection guidelines, deciding what should be captured and how far

links on the site should be followed, (the selection policy suggests that linked
documents on the same site should be captured, but no other links followed). When
files are downloaded by the software, staff check to see that all desired material has
been downloaded and that all files work. A metadata record is created using a mixture
of software-generated and manually entered data. An individual entry page is created
for each title captured, using a system-generated template, so that users can
understand what they are getting and how it relates to both the publishers Web site
and to other material captured in the archive. When completed, the metadata record,
which includes a link to the captured objects, is saved to the metadata repository, and
the captured objects are saved to the repository mass storage system.

14.24 Case study 2

A small ethnomusicology archive receives field recordings from collectors on DAT
tape, which is cheap and convenient for collecting use but unsuitable for storage.
After checking that the material fits within the archives collecting policy, and that
recording quality is adequate, staff accept the material, manually entering information
about the consignment into a separate database. The material is accessioned and
allocated a running number in the collection. The data on the tape is copied to two sets
of CD-Rs: one as a preservation copy and one as a backup. The DAT original is
shelved as an access copy for short-term use, and the CD copies are shelved
separately. The metadata record is updated with the location of all copies.

REFERENCES where to look for more information

Cross references
Liaison with producers also see Working with producers: chapter 13
Metadata and means of access also see Maintaining accessibility: chapter 17

Offsite references (all links viewed march 2003)

1. Transfer
The (UK) Arts and Humanities Data Service (AHDS) and its affiliated data archives
(in the fields of literature, archaeology, visual arts, history and performing arts) have
produced a number of excellent guides for depositors. These include good technical
information on preferred formats for a wide range of types of materials. They may
serve as good models for similar data-based programmes. For example:
History Data Service (nd). Guidelines for Depositors.
http://hds.essex.ac.uk/depguide.asp
Oxford Text Archive (1999). Depositing with the OTA: the Depositors Guidelines.
http://ota.ahds.ac.uk/publications/ID_Depositing-Introduction.html
Visual Arts Data Service (nd). Guidelines for Depositors.
http://vads.ahds.ac.uk/depositing/depositor_guidelines.pdf

2. Persistent identification

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