Transferring Permanent Electronic Records to the Archives

Transfer of permanent electronic records to the Archives can be performed using any of the methods outlined below. If a different arrangement is required, please contact the Archives liaison to identify acceptable options. See Documentation below for a list of what is needed with each transfer.

If "read-only" privileges to the network server and directory where the electronic records are stored can be granted, the Archives can transfer the electronic records directly from the network. To arrange for this method of record transfer, contact the Archives liaison.

Documentation

Documentation is required with each transfer of electronic records. The transfer manifest must include:

  • Title of records and date range
  • Unit or office creating the record
  • Staff person transferring the records
  • Transfer date
  • Transfer delivered to [Archives staff person]
  • Transfer method
  • Record format(s)
  • Source of transferred records
  • Important notes
  • Folder and file list

Examples of this documentation follow:

Example 1

Title of records and date range:

Blue Bulletin, 2007

Unit or office creating the record:

Smithsonian Institution, Office of Public Affairs

Staff person transferring records:

Mark Smith

Transfer date:

March 1, 2008

Transfer delivered to:

Mitch Toda

Transfer method:

CD

Record format(s):

HTML, PDF

Source of transferred records:

Network drive

Important notes:

NA

 

Example 2

Title of records and date range:

Director’s Correspondence, 2007

Unit or office creating the record:

Smithsonian Institution, Office of Public Affairs

Staff person transferring records:

John Smith

Transfer date:

March 1, 2008

Transfer delivered to:

Riccardo Ferrante

Transfer method:

FTP

Record format(s):

PST

Source of transferred records:

Microsoft Outlook

Important notes:

NA

 

Folder and File list example:

CERP Papers folder

  • Archiving 2009.doc
  • CERP project summary final.pdf

*Make sure files are not encrypted or password-protected.
*Compression of files is not acceptable unless lossless compression is used. See the FTP transfer section for more information.

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Physical transfer 

The following media types are acceptable:

  • 5.25” floppy disk
  • 3.5” diskette
  • CD
  • DVD
  • Hard drive
  • USB flash drive
  • ZIP cartridge
  • Digital Audio Tape

Contact the Archives liaison about other media types.

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FTP transfer

FTP transfer of electronic records requires putting the files in a tar file (stipulate either Windows tar or Unix tar format). For Microsoft Windows format files, zip format is only acceptable if: 1) zero compression is used; 2) full filename is used (do not truncate to 8.3 naming convention); and 3) full file path is kept. Use compression level Store within 7-Zip for zero compression.

If compression must be used, make sure it is lossless. This option is available in 7-Zip, WinZip, and StuffIt programs. Make sure that all hierarchical file mappings and relationships are captured as part of the compressed file generation.

Example:

Archive of Technical Notes

C:\Technical Notes\index.pdf

C:\Technical Notes\IT-971\

C:\Technical Notes\IT-971\IT-971-01.pdf

C:\Technical Notes\IT-920\

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Network transfer

If “read-only” privileges to the network server and directory where the electronic records are stored can be granted, the Archives can transfer the electronic records directly from the network. To arrange for this method of record transfer, contact the Archives liaison.

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