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:

Provide an authoritative list of digital storage devices in the Archives Permanent Collection.
Assign unique identifiers to each digital storage device in the Archives Permanent Collection.
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:

Locate digital storage device.
Physically remove digital storage device from the analog material. Make note of accession box and folder number if applicable.
Assign new, unique "Born Digital" reference code to storage device. "Born Digital" reference codes must include:

Collection ID

“BD Box” number

BD Item number (e.g., MS-2-789, BD Box 48, Item 20)
Create a detailed record of the digital storage device in the register.
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.
Print temporary unique reference code on mailing address label and affix label to polypropylene sleeve or container.
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:

Log into MyDal.
Navigate to the University Archives SharePoint site.
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.
This will display the SharePoint list.
Click on the + New button in the list horizontal menu. This will open the New Item form.
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:

Field	Description	Required / Optional
Extent	Enter the number of digital storage devices described in the list item. Default is 1.	Required
Format	Lookup format from the master list of physical objects. See the digital archivist if the item is unidentifiable or if the format is not listed in the master list of physical objects.	Required
Format: Type of digital storage device	Automatically populated field. The type of digital storage device is added to the register along with the format looked up from the master list of media formats.	N/A
Collection title	Automatically populated field. Title of the fonds or collection is added to the register along with the Collection ID looked up from the Archives' /wiki/spaces/APM/pages/90538072.	N/A
Collection ID	Lookup the Collection ID from the Archives' /wiki/spaces/APM/pages/90538072.	Required
Accession number	Record the accession number.	Optional
Title	Record a title that describes the digital storage device. Follow the guidelines for formal and supplied titles proper provided in the Archival Processing Manual.	Required
Date	Record the date or range of dates of creation of the data stored on the digital storage device. Use YYYY-MM-DD format.	Optional
Manufacture	Record the manufacturer of the digital storage device.	Optional
Brand/model number	Record the brand name or model number of the digital storage device.	Optional
Serial number	If applicable, record the serial number of the digital storage device (e.g., hard drives, external hard drives, etc.).	Optional
Format: Dimensions	Automatically populated field. The dimensions of the digital storage device is added to the register along with the format looked up from the master list of media formats.	N/A
Physical condition	Record information about the physical condition of the digital storage device.	Optional
Advertised maximum storage size in MB	If applicable, record the advertised maximum storage size in MB. The typical maximum storage size of the device is recorded in the master list of media formats.	N/A
Notes about software requirements	Record known information on software requirements, file formats, file systems, operating systems, etc. Do not record information on hardware requirements (this information is recorded in the master list of media formats).	Optional
General notes	Record any other known information about the digital storage device or its context of creation and use.	Optional
Associated analog materials	Record reference code(s) for associated analog materials in physical storage (e.g., the reference code for paper documents previously interfiled with a CD-R).	Optional
Original box number	If applicable, record the original box number where the digital storage device was stored prior to physical separation.	Optional
Original folder number	If applicable, record the original folder number where the digital storage device was stored prior to physical separation.	Optional
Original item number	If applicable, record the original item number assigned to the digital storage device prior to physical separation.	Optional
BD Box Number	Record the "Born Digital" box number where the digital storage device is located.	Required
BD Item Number	Record the "Born Digital" item assigned to the digital storage device.	Required
Separation / registration date	Record the date the digital storage device was separated from analog records or registered as a newly accessioned item. Use YYYY-MM-DD format.	Required
Separated / registered by	Record the name of the individual responsible for separating the digital storage device from previously accessioned analog records or registering a newly accessioned item.	Required
Imaged (Y/N)	Use "Yes" or "No" to indicate if the digital storage device has been imaged.	Optiona
Evidence ID	Record the Evidence ID created for the forensic image. See the instructions on creating Evidence IDs for forensic disk images.	Optional
Image date	Record the date the forensic disk image was created. Use YYYY-MM-DD format.	Optional
Disk image size in MB	Record the size of the forensic disk image in MB.	Optional
Imaged by	Record the name of the individual responsible for creating the forensic disk image.	Optional
Photographed (Y/N)	Use "Yes" or "No" to indicate if the digital storage device has been photographed. "Yes" should only be selected if the photographs have been saved to the Archives NAS drive.	Optional

Edit an entry in the register

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

Log into MyDal.
Navigate to the University Archives SharePoint site.
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.
This will display the SharePoint list.
Scroll through the list or use filters to locate the entry that requires editing.
Double-click on the list item to open the edit window.
Move the cursor to the field that requires editing and apply the necessary revisions.
Individual changes will automatically save (only if the Edit form is opened by double-clkicking
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.
Apply the necessary revisions.
Scroll down to the bottom of the list item form and click save.
Alternatively:

Hover the cursor over the item.

Click on the circular checkbox next to the "MS group" column.

Click on the "Edit" button in the horizontal list menu.
Scroll down to the bottom of the form and clock on the "Save" button to save the edits.
Review the revisions in the list view to ensure accuracy.

University Archives Manual

Add item to register of digital storage devices