FAQ on the digital transfer process

Q: Has the Wellcome Library stopped collecting paper archives?
A: No. Paper archives will continue to form a very important part of our collections for some time yet. Times change, and born digital materials are becoming more common. The Library needs to collect material in this format if our collections are to grow and to continue to support research in the future.

Q: In the past we’ve given our paper archives to the Library, do you want them in digital form from now on?
A: The Library is beginning to acquire born digital material. We’d like to talk to you about the most appropriate form for the material you are offering us.

Q: How do I know if you want my material in paper or digital form?
A: The sorts of material we collect hasn’t changed. An archivist from the Library can talk to you about the most appropriate form for the material you are offering us.

Q: What is the process of digital transfer?
A: The process is slightly different for digital material than for physical or paper materials. This is because digital material is potentially more fragile and vulnerable and requires particular care in its handling. We also need to know that material coming into our IT environment is free from harmful virus The process outlined below outlines the process we use to ensure the safety of material being transferred to the Library.

Broadly the steps are these:

1. There is an initial meeting between the donor/creator and the Library to discuss the material to be transferred, general conditions of acceptance, access etc and to outline the processes, especially those regarding preservation processes such as normalisation or migration.

2. Both parties broadly agree on the terms of transfer, acceptance, access, rights etc, on what material will form the transfer and begin to record what has been agreed.

3. Based on this agreement material is prepared for transfer, eg material is sorted, identified and a list of material prepared.

4. Once it is known exactly what the transfer will consist of we talk in more detail about quantity, formats, media, and seek some technical information about the material (Metadata).

5. We agree when and how the material will be transferred to the Library. We prefer you to assign validation keys to the material to help guard against corruption during the transfer process.

6. Then the material is transferred to the Library. We confirm with you in writing that material has arrived.

7. We run validation, anti-virus and malware checks to ensure the material is virus free and safe.. We inform you in writing if we find a problem with the material, eg it has a virus or other problem. If a problem is found we’ll work with you to identify the best solution.

8. Material is quarantined for one month .

9. The anti-virus and malware checks are repeated to ensure the material remains clean and safe. We inform you in writing if material is clean and virus free or if it has a problem.

10. We confirm with you in writing what the outcome of those checks was. If there are problems we may request a replacement transfer.

11. We finalise the transfer agreement and send you a formal copy along with a copy of the technical manifest listing exactly what you have transferred to the Library. We keep a copy of this for our records.

12. The material is assessed and decisions made about how to treat the material and to develop a preservation strategy, eg normalisation, migration or a combination of the two approaches.

13. The material is placed into our digital object repository, technical and descriptive metadata is created

14. Subject to any with holding period the material may then be made available to researchers in the Wellcome Library

Q: Where can I get further information?
A: The Library has produced a series of Frequently asked questions (FAQs) about working with digital material. We will be happy to send you copies of these. Alternately you are welcome to contact Library staff.

Q: Is there someone in the Library I can talk to?
A: Yes. There are two contacts at the Wellcome Library who are available to answer your questions,

Dr. Chris Hilton, Senior Archivist, c.hilton@wellcome.ac.uk
Dave Thompson, Digital Curator d.thompson@wellcome.ac.uk
Phone +44 (0)20 7611 8888

Updated June 2007