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This procedure defines the processes for working with born digital objects that are best represented by disk images. Examples of this include floppy disks, USB sticks, and other relatively small media. For more complex objects or those with much larger capacities, see the Accession Procedure for Non-Disk Items.


Step 1: Check media out from collection owner, transport to Born Digital Preservation Lab

Step 2: Create new Media Log file from medialog-template.xlsx for new collection if one does not exist

  • With the title consisting of <collection code>medialog.xlsx (ex. UACmedialog.xlsx)

Step 3: Note receiving information in Media Log (see here for help) for all physical media received

  • Generate accession number following creation guidelines and note in Media Log
  • Label physical object with accession number

**Note: at this point the University Archives has taken responsibility for generating BDPL #'s and labelling media from their collections.

Step 4: Engage write-protect tabs on media, if applicable

Step 5: Create a new folder for each object, in ~/Documents/1received/ on the BDPL computer

  • Title with accession number (ex. ~/Documents/1received/UAC2016040002/ )
  • For creating multiple folders and CSV's at once, follow the instructions located in the ~/Documents/scripts/MakeFolders/ folder.

Step 6: Create new CSV document based on bdtemplate-v[most recent version].csv

  • Create the title: (Collection Code)(Accession Number)-info.csv for each object (see here for help)
  • (ex. ~/Documents/1received/UAC0420160002/UAC0420160002-info.csv)

Step 7: Note receiving information in info-template file

**Note: Entries into the CSV file should NOT include any commas or quotation marks.


Step 8: Plug media into computer w/ write-blocking hardware, write-protect tabs, and read-only software engaged

Step 9: Open collection Media Log file and associated info-template .csv document

  • Note pre-ingest information in both

**Note: When opening info-template file for the first time (ex. UAC0420160002.csv) "Select All" (ctrl-A) and "Format Cells" (rightt-click and select). Set the "Number" to "Text" and "Alignment" to "Left". This will maintain the same formatting for every .csv info-template file.

Step 10: Create a raw disk image w/ Guymager

  • Save .info and disk image file into associated folder at /home/bcadmin/Documents/1received/”accession number”
  • Title with (Collection Code)(Accession Number)
  • Ensure "Calculate MD5" and "Verify image after acquisition" is selected
  • Ensure that Split Image is not selected

Step 11:Make sure the disk imaging was successful, and record the appropriate information in the Media Log and .csv file

  • Enter the following information into Media Log and .csv document: Image type, filesize, filesize notes, and "successful/ unsuccessful"
  • For CD and DVD media, making sure write-protection (both physical and virtual) is engaged, mount the original disk.
  • Using BitCurator Disk Image Access, open the disk image, and quickly check to see that the disk image contains the same files as the original disk.

**Note: This step is especially important for CD and DVD media, because we have had issues in the past.

Step 12: Remove physical media and place back in any packaging

  • Be sure to properly eject media before removing
  • Transcribe anything written on the physical disk, entering it into the (Collection Code)(Accession Number)-info.xml document
  • "Physical Notes" and "Original Media Type Notes" both refer to any details about the physical disk that are printed, by the manufacturer, on the disk. Serial numbers, for example, tell future researchers where disks were manufactured and which disks were produced/ sold in the same batch.

Step 13: Create MD5 file, using Nautilus, and store in object folder

  • Right-click on the .dd image, and select Scripts => File Analysis => Calculate md5. Select the "Save To File" option.

Step 14: Using FiWalk and the FiClam plugin (, create a structural DFXML and run Clam Antivirus on each item in the disk image.

  • Using the command prompt, navigate to Tools/ficlam (cd Tools/ficlam)
  • The filename for the .dfxml is going to be the same as the disk image, but with a different extension:  "(Collection code)(Accession number)".xml
  • While at Tools/ficlam, enter the following into the command line:

fiwalk -c clamconfig.txt -X /home/bcadmin/Documents/1received/(object folder)/(collection code)(accession number).xml /home/bcadmin/Documents/1received/(object folder)/(disk image)

**Note: You may want to open ~/Documents/21ClamCommand.txt and cut-and-paste the fiwalk command (use shift-ctrl-v to paste at the command prompt). Then correct the folder and file names.

  • Using Nautilus (the Ubuntu file manager), navigate to the object folder and open the dfxml file (double-click)
  • Use "Find" (Ctrl-f) => "/clam" to jump to each file listed in the report, and make sure the value for "<clamav_infected>0</clamav_infected>" is "0"

- If value for <clamav_infected>1</clamav_infected> is "1", move the disk image to Documents/1received/4review and alert managing staff.

  • While viewing the dfxml, note the earliest date of creation for the individual files in the disk image, and note it on the template (Collection code)(Accession number)-info.xml

Step 16: Access the disk image using BitCurator Image Access

  • Undertake initial analysis
  • Enter any anomalies or comments into "pre-ingest notes" in the Media Log
  • If any large anomalies are noted, move to Documents/1received/4review and alert managing staff

Step 17: Move object folder to Documents/2readyforingest


Step 18: Create a tar package of object folder

Step 19: Deposit into SDA utilizing internal deposit workflow