This workflow describes the most obvious steps from a functional point of view.
See also the schematic view of this workflow.
Terminology
Ingest archivist: role of persons responsible for offloading the digital archive to the digital archive. See also Voorstel werkplekken en rollen ingest archivist.
| Phase | Workflowstep global | Workflowstep in detail | Responsibility |
|---|---|---|---|
| Pre-Archivematica phase | Contract between the donor and the IISH | Agreement between the archival donor and the IISH on how the archive will be delivered. This is laid down in a submission document. This document is to be included in the AIP? | Archival donor and Collection Development |
Preparation before transport | The archival donor prepares the files before transport. The IISH advises on the best way to prepare and transfer the archive. See the Checklist for the transfer of archive between the archival donor and the IISH. | Archival donor with help/advise from digital archivist | |
Delivery of the archive | The archival donor sends the files to the IISH. On the moment there seem to be four possible use cases for delivery:
| Archival donor with help/advise from digital archivist/Collection Development | |
First registration of the collection (in the Acquisition database/or otherwise) including a high level description of the archive (accession record). The acquisition database generates an accession number (combination of an archive and inventory number - ARCH12345.67890). In case of an addition to an existing archive the archivist in the Acquisition database can select the relevant archive and generate a new inventory number for the addition. | Collection Development/Processing | ||
| Creation of hot folder | A script creates a folder on the transfer location with the same name (accession/inventory number) as given by the acquisition database. | Automatic | |
Offload of the archive to the sorting area |
| Ingest archivist | |
| Virus check |
| Ingest archivist | |
| Quick scan of archive | The goal of the quick scan of an archive that has arrived at the IISH, is to see if we have received that was agreed upon with the archival donor and to check if the archive contains something that might help or hinder further processing. It is a mix of an archival content and a technical check. See the guide First inspection/quick scan of a new archive for the steps involved. | Collection development/ingest archivist | |
| Optional: appraisal and selection | This step is taken if during the quick scan it becomes clear that more work is needed to process the archive. | Collection processing/ingest archivist | |
| Creation of an archival bag | The material is packaged into an archival bag (by use of the Exactly tool on the offload MAC) by the archivist. It is advised to name the bag after the accession and the name of the archive (i.e: ARCH12345.b67_archief_Spaargaren). This will make it easier findable within the Archivematica overview of stored AIP's. | Collection processing/ingest archivist | |
| Move to hot folder/transfer location | The bag is moved to the hot folder/transfer location. It is important to choose the right folder (the archive and inventory number combination created during the first registration step) . When the move is ready the server creates an MD5 checksum file. | Collection Processing and Access | |
| Archivematica phase | Pre-transfer | The MD5 checksum file created by the FTP server is found by the Archivematica automation tool (which checks the transfer location regularly). | Automatic |
| The automation tool checks if the name of bag is correct and checks the fixity of the bag. If the name of bag is incorrect or the bag is damaged (fixity check) further processing is halted and the archivist receives an email. If all checks give a positive result the transfer commences. | Automatic | ||
| Transfer (list not exhaustive)[1] | Start and approve transfer | Automatic | |
| Verification of transfer compliance: verifies that the transfer is properly structured - i.e. with the logs, metadata and objects folders. But also removal of hidden (system) files (like ds store files) an directories | Automatic | ||
| Assign UUID and checksums | Automatic | ||
| Verify transfer checksum→If one of more checksums don't match the transfer process does stop. | Automatic | ||
| Virus scan →if the transfer (in unlikely case a virus was not found during the first, pre-Archuvematica check) contains a virus the transfer is halted immediately. | Automatic | ||
| Clean up names (original file name preserved in METS) | Automatic | ||
| Indentify file format →Siegfried tool is automatically selected | Automatic | ||
| Validate file formats→By the JHOVE tool | Automatic | ||
| Extract packages (for instance ZIP or TAR files) | Automatic | ||
| Examine contents (for privacy content) | Automatic | ||
| Create Transfer METS file | Automatic | ||
| Create SIP →Decision by the archivist if the SIP is first transported to the backlog (for appraisal and selection steps) or that ingest phase and the creation of AIP can start immediately. | Archivist/Automatic | ||
| Copy to SIP directory | Automatic | ||
| Backlog/appraisal and selection | Decide if the SIP need appraisal and selection. If not the ingest can be started immediately. | Archivist | |
| Check for identical files. Delete/keep files. → To be realiized in phase 2 of the Archivematica implementation project. | Collection Development | ||
| In case of a supplement on an existing archive: check if after offload which files are already part of the archival collection (AIP) and which files are new or changed. Delete when possible. → To be realiized in phase 2 of the Archivematica implementation project. | Collection Development | ||
| Check which files are password protected. Delete/remove password/keep file. → Uncertain if & when this will be developed phase 2 of the Archivematica implementation project. | Collection Development/archivist | ||
| Check which files are encrypted. Delete/remove encryption/keep file. → Uncertain if & when this will be developed phase 2 of the Archivematica implementation project. | Collection Development/archivist | ||
| Ingest (list not exhaustive)[2] | Verify SIP compliance | Automatic | |
| Normalize files following the IISH file format policy (laid down in the File Format Registry) for preservation and access | Automatic | ||
| Indentify file format →Siegfried tool is selected automatically | Automatic | ||
| Verify checksums | Automatic | ||
Generate AIP, including:
| Automatic | ||
Generate DIP, including:
| Automatic | ||
Storage of the AIP | Automatic | ||
| Storage of the DIP | Automatic | ||
| The bag is removed from the transfer location | Automatic |
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[1] Not all steps of Archivematica transfer process are listed. A more comprehensive list can be found here: https://www.archivematica.org/en/docs/archivematica-1.6/user-manual/transfer/transfer/#transfer
[2] Not all steps of Archivematica ingest process are listed. A more comprehensive list can be found here: https://www.archivematica.org/en/docs/archivematica-1.6/user-manual/ingest/ingest/#ingest