Appendix 2: Links to Forms, Important Working Files, Equipment Operating Procedures, and Software Operating Procedures

Appendix 2: Links to Forms, Important Working Files, Equipment Operating Procedures, and Software Operating Procedures

Audiovisual Media Inventory Template

Spreadsheet to document audiovisual materials in collections.

Born Digital Processing Checklist

Checklist for tracking and coordinating processing activities for born digital materials.

Born Digital Processing Spreadsheet

Spreadsheet for coordinating description of born digital materials for batch upload into ArchivesSpace.

Deed of Gift

Document used for transfer of ownership of materials that are given to the WVRHC.

Deed of Loan

Documentation for materials that are loaned for exhibit or digitization. Materials loaned for digitization may include materials where the physical items remain with the donor while the WVRHC creates and maintains digital files.

Digital Material Donor Survey

[Digital Material Donor Survey](https://elizajames.github.io/digital-preservation-documentation/assets/files/

Pre-donation screening form for large or complex born digital ingests.

Digital Media Inventory Template

Spreadsheet to document born digital media and file transfers in collections.

Digital Preservation Policy

Policy outlining the framework for digital preservation at WVU, including roles and responsibilities, principles, and areas of work.

Digital Repository Metadata Template

Form for metadata for items to upload to the digital repository.

Digitization Equipment Operation

Procedures for operating equipment related to digitization. Available for internal use only.

Digitization Planning Form

Form to walk through various considerations related to large-scale digitization project planning.

Digitization Standards Document

Standards for preservation and access level digitization of various formats of materials.

Imaging and Born Digital Content Acquisition Procedures

Procedures to image or extract content from digital media items.

Permissions List

Internal access only. Contains a list of access permissions for file locations on the Z: drive.

PREMIS Spreadsheet

Spreadsheet to record PREMIS events taken on born digital collection materials.

Removal Sheet

Form to manage and track the location of materials removed from a collection for reformatting.

Reformatting Request Form

This form is used internally at the WVRHC to flag materials for reformatting and tracking by the Digital Archivist. Materials to be flagged for reformatting include born digital media and analog audiovisual materials as well as serving as a way of nominating materials for “traditional” digitization of 2-D items that WVRHC employees think merit inclusion in the digital repository. Ideally, for incoming collections, this form is used during accessioning, but this form might also be used during processing as materials are encountered. For reference, this form includes the following fields:

Collection identifier
Location within collection of materials
Any additional description
Optional file upload for inventories of materials
Format of materials
- 2-D Material (papers, photographs/negatives, and flat items broadly defined)
- Audio and Video Tapes, Discs, and Reels (VHS, 8mm or 16mm film, Betamax, vinyl records, etc)
- Digital Media (CD/DVDs, USBs, floppy disks, hard drives, etc)
- 3-D Objects
- Other
Reason for reformatting
- Preservation issues (for materials that are fragile and may be harmed if a patron uses them)
- Materials are being used for exhibit or display
- Access issues (for materials that cannot be read and used by a researcher in their current format)
- Subject matter of materials is underrepresented in current online collections (ex: Black history, history of women, LGBTQ+ history, related activism, etc.)
- Material has high potential for research use in an online setting
- Researcher request (for preservation quality digitization)
- Teaching
- Other
Relevant deadlines for reformatting
Person who needs to be notified once reformatting is completed
Person who needs to receive a copy of the submitted form

Digital Archives Work Tasks Board

This board is used internally at the WVRHC primarily by the Digital Archivist to track reformatting work for all formats. The software used is Microsoft Lists (similar to a very simplified version of AirTable) embedded into a Microsoft Team and supports comments, attachments, filtering, etc. It is shared with processing staff. For reference, the fields included are as follows:

Work item - typically collection identifier and title
Description - description of work to be done, formats, locations, etc.
Category - controlled list
- Born digital processing
- Audiovisual processing
- Digitization
- Digital repository
- Digital preservation
Progress - controlled list
- Not started
- In progress
- Completed
- Blocked
Priority - controlled list
- Low
- Medium
- High
- Critical
Assigned to - person working on the task
Date added - date an item was added to the list
Due date - date an item is due
Completion date - date an item was completed
Notes - anything else that doesn’t fit elsewhere