New e-records checklist

Procedures and processes to follow when an incoming collection includes digital / electronic records.

1. Work with the donor to address any questions or concerns they might have and provide guidance on selecting and organizing the appropriate files.
   • Guide for Staff Working with Potential Donors
     • Talking to donors about email
   • Guide for Potential Donors of Electronic Records
   • Best Practices for Organizing and Maintaining Electronic Records
   • Preferred file formats for preservation
2. Ensure that donors complete the Electronic Records Addendum to the Deed of Gift. 
3. Ask donors to complete the donor transfer information form (or complete it on their behalf).  
   • This form is also available as a printable document.  If the printable form is used, send the completed form to the ERMG. 
4. Once a collection arrives, add it to the "arrived" tab of the ASC Anticipated Acquisitions Log.  Be sure to include:
5. An accession number
   • Information on where the electronic records are currently located/stored
   • Create an accession record in ArchivesSpace.  If possible, link the Deed of Gift as an external document. 

A member of the ERMG will contact you about next steps for getting the material ingested and processed.