Archivists guide

Archivists guide

Generate FILES.csv

FILES.csv provides the synchronizer with a full list of files to be processed, along with the filesize and (optionally) a checksum. There is a windows batch script available to automate the creation of FILES.csv.

Download the script to your PC: directory_csv.bat

Double-click on the script and follow the instructions provided, entering the path to the folder you are ingesting.

FILES.csv will be written into your chosen folder, to be submitted with your deposit.

Prepare DESCRIPTION.csv

Download the template from:

@todo

Required columnn headings	Optional column headings
filename	title
accession_number	access_status
reference	copyright
	creator
	date
	description
	user_description
	keywords
	language
	depositor

Converting from assetbank and sharepoint

You can upload a spreadsheet from assetbank or sharepoint and download a formatted CSV file b going to:

SYNCHRONIZER_APP_URL/data_mappers

Structure the deposit

Structure your deposit as follows:

deposit-folder
├── data-file
├── data-file
├── data-folder
|   ├── data-file
|   └── data-file
├── data-folder
|   ├── child-data-folder
|   |   └── data-file
|   └── data-file
├── submissionDocumentation
|   ├── source-metadata.xsls
|   ├── an-admin-file
|   ├── an-other-admin-file
├── metadata
|   ├── `DESCRIPTION.csv`
|   └── an-other-metadata-file 
└── `FILES.csv`

FILES.csv and DESCRIPTION.csv MUST be present. They MAY be placed within a folder called metadata.

DESCRIPTION.csv MUST list each archival item on a separate row (NOT every file). An archival item can be a single file, or a folder containing files and/or folders.

FILES.csv lists every file and can be generated using the windows bat file mentioned above. If assembling manually, this file MUST contain the following columns:

Required columnn headings	Optional column headings
path	checksum
filename
file_size

A folder called submissionDocumentation MAY exist and MAY contain additional files that are not part of the core archival ingest, eg. agreements, original metadata source, licenses etc.

Transfer the deposit for processing

With Box

Share the deposit-folder with the box user.

With Box and FTP

If your deposit is to big for box. Prepare the deposit as follows:

Create a deposit-folder for sharing with box as normal. Use this folder for the DESCRIPTION.csv, FILES.csv and other submissionDocumentation. Everything else should be transferred to the server via FTP.

DESCRIPTION.csv MUST contain the full path on the server where the FTP'd data will be found, for example, if your FTP directory is called /data/ftp_transfers/, your path might be /data/ftp_transfers/deposit-folder/data-folder. FILES.csv does not need to contain the FTP'd files.

Share the deposit-folder with the box user.