Workbook on Digital Private Papers > Accessioning

Transfer Protocol

This transfer protocol will continue to be refined in light of the project staff's experiences of undertaking further accessions.

Aim of the protocol

The goal of this transfer protocol is to enable authentic records to be securely transferred from the premises where they are currently accessed or stored to the premises of the Library's Digital Archive. The protocol includes measures designed to:

Currently, the transfer protocol only covers transfer by removable media. It is hoped that a protocol for electronic transfers will be developed in the future.

Pre-accession assessment

The pre-accessions survey will normally comprise a site visit to conduct a records survey and some discussion with the depositor (or representative) via phone or email. The records survey has been developed to enable the digital archivist to gather the information required to undertake an accession which includes digital materials. The survey assists the archivist in:

Transferring records to removable media (generic)

The first site visit and survey should have helped the archivist to determine which records are to be captured, and how. The archivist should now be prepared to make the first accession. To do so the archivist will need:

At the premises where the records are to be copied, the archivist should follow these steps:

Transferring records using a biometric external hard drive

Biometric external hard drive

Where possible Paradigm now uses a biometric hard drive for transfers of material at site visits. This method has a number of advantages over CD-Rs, DVD-Rs or USB sticks:

  • The biometric exeternal hard drive has a capacity of 80GB, so we can often fit the entire accession on one device
  • We can run the checksum software from the drive rather than from the archivist's laptop
  • The process creates fewer temporary files
  • the transfer is quicker and simpler using one device
  • The biometric encryption protects the accession while in transit and reassures depositors.

To transfer records using the biometric hard drive, the archivist should follow these steps:

The current version of the transfer form can be downloaded here:

The form is available in ODT, PDF and RTF formats.