Ball State University Libraries
Digital Media Repository Working Group, File Storage and Management Subgroup
October, 2014
File Storage and Management Subgroup members:
Ben Brown, Amanda Hurford, Brandon Pieczko, Blake Stiener, Michael Szajewski
File Storage Workflow for Electronic Collection Assets
This document will outline workflows for the management of electronic collection assets held by
the Ball State University Libraries Digital Initiative, tracking the life cycle of an electronic
record from creation/accession to storage. Included are electronic assets published in the Digital
Media Repository as well as electronic archival assets held by Archives & Special Collections
that are not available on the web. The document will also define the functions of network shares
that pertain to the Ball State University Libraries Digital Initiative.
Definition of Network Shares
\\libdi\DigitalLibrary\MADI\Scanning
Purpose: Temporary storage for electronic assets being captured and created from analog sources
by Metadata and Digital Initiatives (MADI) personnel. Primarily for still image/text collections.
Permissions: Write access for all MADI students/staff. Read access for Archives & Special
Collections (ASC) staff.
\\libdi\DigitalLibrary\MADI\Workbench
Purpose: Temporary storage for electronic assets being processed and/or described by Metadata
and Digital Initiatives (MADI) personnel. For all electronic media types.
Permissions: Write access for all MADI staff. Read access ASC staff.
\\libdi\DigitalLibrary\MADI\SpecialProjects
Purpose: Temporary storage for electronic assets being captured and created from analog sources
by non-MADI Collection Resources Management personnel or for assets being processed and/or
described by non-MADI Collection Resources Management personnel.
Permissions: Write access for all MADI staff and non-MADI Collection Resources Management
personnel as necessary. Read access for ASC staff.
\\libdi\DigitalLibrary\MADI\Media
Purpose: Temporary storage for electronic assets being captured and created from analog
sources by Metadata and Digital Initiatives (MADI) personnel. Primarily for moving image and
audio collections.
Permissions: Write access for all MADI staff and students as needed. Read access for Archives
& Special Collections staff.
\\libdi\DigitalLibrary\Archives\MasterFiles
Purpose: Permanent long-term storage for all electronic collection assets produced by MADI or
Collection Resources Management personnel or collected and/or produced by ASC staff.
Permissions: Read access for all MADI staff and all ASC staff. Write access for LITS staff.
\\libdi\DigitalLibrary\Archives\WorkingSpace
Purpose: Temporary storage for electronic assets being captured and created from analog sources
by Archives & Special Collections personnel and temporary storage for born-digital electronic
assets collected by Archives & Special Collections staff.
Permissions: Write access for all Archives & Special Collections staff and students as needed.
Read access for all MADI staff.
\\libdi\DigitalLibrary\Archives\TPlex2ULib
Purpose: Temporary storage for electronic video/audio assets transferred from to University
Libraries from Teleplex.
Electronic File Management Workflows
Analog Assets Digitized and Published in Digital Media Repository
Collection prepared for digitization.
=
Moving
image/audio
assets or …
Electronic assets
stored on
\\libdi\media
Text/still image
assets for capture by
MADI or …
Electronic assets
stored on
\\libdi\scanning
Text/still image assets
for capture by nonMADI CRM or…
Electronic assets stored
on \\libdi\SpecialProjects
Text/still image
assets for capture by
ASC…
Electronic assets stored
on \\libdi\WorkingSpace
Digitization is
complete.
Collection assets ready for digital processing and description
by MADI. Assets migrated to \\libdi\Workbench
Collection is described and uploaded to CONTENTdm
by MADI.
Collection is published in
DMR.
Collection assets, including access files and
documentation, migrated by LITS to
\\libdi\MasterFiles and tape-based backup for
permanent, long-term storage.
Born-Digital Assets or Digital-Only Collections
Collection received by Archives & Special
Collections and stored on \\libdi\WorkingSpace.
Accession record created for digital collection in Archivists’
Toolkit. File path for digital files added as location.
Collection will grow or...
Collection will be
added to DMR or...
Collection assets
migrated by LITS to
\\libdi\MasterFiles and
tape-based backup for
permanent, long-term
storage in 6-month
intervals until collection
is completely received.
Collection assets
copied to
\\libdi\Workbench
for image processing
and description by
MADI.
Collection is described and
uploaded to CONTENTdm
by MADI.
Resource record
created in Archivists’
Toolkit for
collection.
Collection will not grow.
Collection will not
be added to DMR.
Collection will be
added to DMR or...
Collection assets
migrated by LITS to
\\libdi\MasterFiles
and tape-based
backup for
permanent, longterm storage in 6month intervals until
collection-building
is finished.
Collection assets migrated
by LITS to
\\libdi\MasterFiles and tapebased backup for permanent,
long-term storage.
Resource record
created in Archivists’
Toolkit for collection.
Collection assets copied to
\\libdi\Workbench for image
processing and description
by MADI.
Collection will not
be added to DMR.
Collection assets
migrated by LITS to
\\libdi\MasterFiles
and tape-based
backup for
permanent, longterm storage.
Resource record
created in Archivists’
Toolkit for
collection.
Collection is described and
uploaded to CONTENTdm
by MADI.
Collection is published in DMR.
Access files and documentation added by LITS to \\libdi\MasterFiles
and tape-based backup to already-existing collection.