Introduction to the register of digital storage devices

The Archives maintains a register of digital storage devices that provides detailed information about each digital storage device in the Archives Permanent Collection. The register was produced as part of a digital archives collection assessment conducted in 2016. The register is now maintained in the University Archives' SharePoint site.

The purposes of the register are to:

1. Provide an authoritative list of digital storage devices in the Archives Permanent Collection.
   
   
2. Assign unique identifiers to each digital storage device in the Archives Permanent Collection.
   
   
3. Track digital forensics activities carried out in the Digital Forensics Lab.

The register looks up data from from the Libraries' /wiki/spaces/APM/pages/90538072 and from the master list of media formats.

Physically house digital storage device in a "Born Digital" box 

The "Born Digital" box system was devised during the digital archives collection assessment. Physically separating digital storage devices and grouping them together is time consuming but it is essential for the Archives to maintain control of born-digital archives prior to archival processing. It also facilitates work in the Digital Forensics Lab.

Digital storage devices must be physically separated from analog materials:

1. Locate digital storage device.
   
   
2. Physically remove digital storage device from the analog material. Make note of accession box and folder number if applicable.
   
   
3. Assign new, unique "Born Digital" reference code to storage device. "Born Digital" reference codes must include:
   
   
   1. Collection ID
      
      
   2. “BD Box” number
      
      
   3. BD Item number (e.g., MS-2-789, BD Box 48, Item 20)
      
      
4. Create a detailed record of the digital storage device in the register.
   
   
5. Place digital storage device in polypropylene sleeve unless carrier has hard-plastic container (e.g., MiniDV, DVCAM, DVD case). If the device is an optical disc (e.g., CD-ROM, DVD-R) without a hard-plastic container, place it in a polypropylene compact disc case.
   
   
6. Print temporary unique reference code on mailing address label and affix label to polypropylene sleeve or container.
   
   
7. If the digital storage device was physically separated from analog material, complete a separation sheet and place one copy in the analog records and another copy with the digital storage device. Note: associated analog material must also be indicated in the register.

Create Evidence IDs for forensic disk images

See the page on digital forensic workflows for further guidance on creating Evidence IDs.

Evidence IDs are the file names used to save a forensic disk image to local storage. Evidence IDs should be generated when a digital storage device is registered. Evidence IDs have three components:

• Collection ID: Begin the file Collection ID column in the register of digital storage devices.
  
  
• Format: Derived from the Format column in the register of digital storage devices. For example:
  
  
  • Hard disk drive: HDD
  • CD-RW: OpticalDisc
  • Floppy disk (3.5 inch): 3.5inchfloppy
    
    
• Item number: Sequential number assigned to items within a collection that share a format type. 

The three components combine to form a unique Evidence ID for the "master" forensic disk image: CollectionID_Format_ItemNumber

Generally, two copies of a forensic disk image are created. The first image is the "master" disk image used to support data backup and preservation. The second image is the "copy" disk image used during processing in FTK or other systems. If something happens to the "copy" disk image during processing, the "master" disk image can be copied again.

If "copy" disk images are generated, the Evidence ID receives a "copy" suffix: CollectionID_Format_ItemNumber_copy

Add item to the register

To add an item to the register of digital storage devices:

1. Log into MyDal.
   
   
2. Navigate to the University Archives SharePoint site.
   
   
3. Click on the Register of digital storage devices link on the homepage. The link is also pinned to the Quick Launch menu on the left side of the page.
   
   
   
   
4. This will display the SharePoint list.
   
   
5. Click on the + New button in the list horizontal menu. This will open the New Item form.
   
   
6. Compete the form. Required fields are marked with asterisks, but efforts should be made to complete optional fields as best as possible. Refer to the table below for guidance on the information elements included in the form.

Information elements in the register

The following table defines the information elements in the register of digital storage devices:

Edit an entry in the register

To edit an entry in the register of digital storage devices.

1. Log into MyDal.
   
   
2. Navigate to the University Archives SharePoint site.
   
   
3. Click on the register of digital storage devices link on the homepage. The link is also pinned to the Quick Launch menu on the left side of the page.
   
   
4. This will display the SharePoint list.
   
   
5. Scroll through the list or use filters to locate the entry that requires editing. 
   
   
6. Double-click on the list item to open the edit window. 
   
   
7. Move the cursor to the field that requires editing and apply the necessary revisions.
   
   
8. Individual changes will automatically save (only if the Edit form is opened by double-clkicking 
   
   
   
   
9. If the list item requires substantial revisils, click on the "Edit all" button in the horizontal list menu. This will open the entire list item form.
   
   
10. Apply the necessary revisions.
    
    
11. Scroll down to the bottom of the list item form and click save.
    
    
12. Alternatively:
    
    
    1. Hover the cursor over the item.
       
       
    2. Click on the circular checkbox next to the "MS group" column.
       
       
    3. Click on the "Edit" button in the horizontal list menu.
       
       
13. Scroll down to the bottom of the form and clock on the "Save" button to save the edits.
    
    
14. Review the revisions in the list view to ensure accuracy.