DropBox:
Archives_Main = the general archives folder which everything ABOUT the archives except for
the digital content.
o 00_Admin = administrative things within the archives that includes sharing folders for
patrons, grant folders, policies, and deeds/donor information
 Deeds and Donors: templates for deeds and emails for donors, deed
information, lists of deeds, signed and unsigned deeds and lists of missing deeds
 Grants: general grant folder with proposal and working files as well as
submitted package files
 Patron Services (): this is a folder where we will share orders for patrons, it is in
Admin because either the Senior Archivist or Archivist II can send links only to
make sure the requests and orders are accounted for and if they are charged
services, payment has been received
 Patron Services (): same as above but for the Collection specifically UNTIL the
entire system is merged and we can incorporate this into our order/request
system
 Policies: these are all of the current and legacy policies for the archive: 2021
manuals, collection development, collection policies, templates, disaster
emergency plans for all three locations, loan and external contract forms, photo
and item usage forms, severe weather policy, social media policy and terms of
use for both and THE CMATERIALS
o 01_Collection Management – Fonds: all collection information is in this folder included
repository and collection level information for each collection; metadata and legacy
metadata sheets (xml, EAD, backups, archon, archivesspace); projects; accessions; and
subject heading information
o 01.5_ Collection Management – Fonds: this is the MAIN folder for the Collection with
its own Admin folder that holds administrative data from the THE CMATERIALS
(historical and current); exhibit services (exhibits, lectures, patron services); facility
information (Burton Hall) plans, changes in office structure; property management and
inventory control documents. This folder also has all collection management documents
(historical and current). Accession sheets, etc…
o 02_Grants 2019-2021: this was created for an easy way for others to find grants and
‘recent’ grant information.
o 03_Archivists and Duties: This folder is for the individual archivists and a way to find
training materials, collection information about staff and interns (projects, project
trackers, etc.)
o 04_Legacy_Admin: this is all older administrative files from 2007-2019 – this is a great
place to look for historical information of projects, reports, exhibits, workflows,
templates, etc…
Backups: backups of archive materials in zip format these are also saved to the PetaStore
Archives Patron Outbox: this is the public folder to share all requests and files. The folders
must be named like this: YYYYMMDD_LastName. Copy the link and share the link.
DigitizedContent : This is the MAIN digital archive that we all use to collect digital items.
o DigitizedMaterials: this folder has all CC, PP, THE CMATERIALS, IA collections with
folder/series breakdowns and all digital items.
 Collections: PP, IA, CC, THE CMATERIALS, collections and digital items
 DigitalCollections: Specifically born digital collections such as the OU Daily
project and topical born digital collections.
o Projects, grants, training, exhibits: this folder has projects as well as compiled training
materials, software used and grant working files specifically for digitized collections/AV
studio and born digital proposal grants.
 ***most notable in this folder**
 26th Amendment
 CSPAN TV Index
 Elementary and Secondary education act
 Loise Washington
 Maps project
 Native American guides and working indexes
 Opinion Ballot project
 Redline project files
 Space items
 Water exhibit project materials
 Equal rights amendment
 Guns
 Redistricting
 Voting rights project
 Crime legislation and amendment research