Fill - Free fillable Special Instructions for records not on standard paper (Arizona State Library, Arhives and Public Records) PDF form

Special Instructions for records not on standard paper

or records on other media

Due to the on-going technology costs, as well as, staff time and expertise needed for the special

handling, migration of media and file format, server storage and other requirements for the

preservation and continued access of records not in paper the State Archives may request the Agency

maintain and ensure public access to the records until our agency secures the necessary resources.

Non-paper based records cannot be transported if the outside temperature is over 90 F or under 45

F, at any time during transportation, due to the instability of the media. Exceptions can be made if the

media is transported in a climate controlled vehicle and not exposed to sharp temperature changes

for more than 10 minutes.

A. If you are transferring published material such as books, magazines or newspapers, please email

the series title, date range and/or a brief description of the items to archives@azlibrary.gov

. Do

not fill out this form for these materials.

For all other items, please fill out the rest of this form.

B. Agency Contact Information.

1. Agency or Local Governmental Institution:

2. Agency Division:

3. Point of Contact Name:

4. Point of Contact Email & Phone Number:

C. Follow the “Preparing Boxes for Transfer Guidelines” document for transfer box packing.

D. The State Archives is only able to accept a limited number of file formats and media types.

Ability to accept formats and media listed in below sections will be discussed during pre-transfer

consultation.

1. If files have not been exported from originating server or data system, do not do so until

after initial pre-transfer consultation. Data system setups and uses are unique, the specifics

of data export and transfer will be discussed during the pre-transfer consultation.

2. An IT representative may be required to attend the pre-transfer consultation.

3. Creating agency is responsible for supplying an external hard drive for transfer.

4. The agency is responsible for and must maintain the records until the State Archives has

confirmed a successful ingest of electronic/digital records and has notified the agency.

Effective Date: 1 May 2015

Please file out this form and submit to the State Archives with the Transfer form.

If you have any questions or special considerations please note them on this form so they may be

addressed during the Pre-Transfer Consultation.

E. Review the media for quality, readability and completeness.

1. Is the media readable or usable by the agency at this time? Yes No

2. Ensure the media and files are in order by reel/box/packet or sheet number, date or other

organization type (please explain media order):

3. Media must be uniquely labeled, title and

date minimum and matches the inventory provided by

the agency.

F. Item level inventory requirements

in addition to the box level inventory.

1. Section Listing of Inventory

Section 1: Itemized level inventory, to include:

Unique Transfer Box Number

Title

Date

Item Number (Box, tape, reel, packet, can)

Unique identifier, if necessary

Size of media and size of data on media

(inches, minutes, GB, or as applicable to media)

Copyright holder if not transferring agency

Any signs of water, mold or insect damage or deterioration of media.

Section 2: Identify and list all definitions of all data fields, codes, abbreviations and

acronyms at time of record creation. Submit electronic searchable list with this form.

Section 3: List any access restrictions including personal privacy information

contained in the records.

2. One electronic and searchable copy of the index will be emailed to archives@azlibrary.gov

prior to transfer. Acceptable formats for indexes are .docx, *.xlsx, tab delimited or comma

delimited file formats. Any other format must be approved by the State Archives.

G. Please fill out the following sections as applicable to your transfer.

1. Microfilm/Microfiche

2. Audio-Visual Analog Media

3. Data in Electronic and/or Magnetic Formats

4. Photographs

5. Maps or oversized paper document

Effective Date: 1 May 2015

If "no" explain:

1. Are Microfilm/Microfiche included in the transfer (Yes/No)?

A. General information

1. Name of Records Series:

2. Originating Division/Department:

3. Enter date range of records, include any missing dates:

4. Date records microfilmed:

5. Does an electronic or digital image exist for these records? Yes No

6. Are you also transferring th

e im

aged or electronic copy of the records? Yes No

7. Are you keeping a copy of the imaged or electronic copy of the records with your agency? Yes No

8. Enter number of each media type contained in the transfer.

Media Type

# of rolls

or reels

Media Type

# of

media

Microfilm reels - Silver (master)

Microfiche sheets or inches of

material - Silver (master)

Microfilm reels - Diazo (use)

Microfiche sheets or inches of

material - Diazo (use)

Other micrographic format:

B. Forms on File

1. Do you have a microfilm imaging request approval on file with the State Archives and

Records Management Center? Yes No

Date of imaging request:

2. Do you have a certificate of compliance for the microfilm on file with the State Archives and

Records Management Center? Yes No

C. Contents of film

1. Doe

s th

e microfilm contain maps, drawings or photographs? Yes No

Can the original be reproduced from the microfilm? Yes No

2. Is the microfilm bi-tonal (black/white/shades of gray) or in color?

D. Silver/Master or Diazo/Use Copy

1. Are you transferring the silver negative, diazo (use) copy or both? Silver Diazo Both

2. Are you keeping a diazo (use) copy at the agency? Yes No

3. The silver negative or second generation negative is the permanent copy. Where are the

silver negatives if they are not being transferred?

2. Are Audio-Visual Analog Media included in the transfer (Yes/No)?

A. General information

1. Name of Records Series:

2. Originating Agency and Division/Department:

3. Enter date range of records, include any missing dates:

4. Does an electronic or digital version exist for these records? Yes No

5. Are you also transferring the electronic or digital copy of the records? Yes No

6. Are you keeping a copy of the electronic/digital file of the re

cords with your agency? Yes No

7. Enter number of ea

ch media type contained in the transfer.

Media Type

# of

media

Media Type

# of

media

Film or Moving Image

Video Tape

8mm Acetate film

U-Matic - Large Cassette

8mm Polyester film

U-Matic - Small Cassette

VHS

16mm Acetate film

Beta Max

16mm Polyester film

16mm Nitrate film

Other:

35mm Acetate film

Grooved media

35mm Polyester film

LP

35mm Nitrate film

Transcription Disc

Wire

Other:

Dictabelt

Audio Tape

Other:

Standard size cassette

Micro or mini cassette

Other Analog Media:

1/4" Reel to Reel Tape

Other:

B. Contents of media.

1. Does media contain recording of meetings or speeches? Yes No

a. Have minutes or transcript been created? Minutes Transcripts No

b. Where are the corresponding minutes or transcriptions located?

c. What is the media/format of the corresponding minutes or transcriptions?

2. Information regarding the contents of the media must be described on the item level

inventory. Information such as the title of the event, names of people shown or speaking,

date and other relevant information based on the unique recording.

Please include any information you have regarding:

a. Current and past storage conditions.

b. If agency did not create the recording, who did or where did they get the

recording?

c. Anything that you feel would add to the context or special information

regarding the recordings.

3. Data in Electronic and/or Magnetic Formats are included in the transfer (Yes/No)?

A. General information

1. Name of Records Series:

2. Originating Division/Department:

3. Enter date range of records, include any missing dates:

4. Are you keeping a copy of the imaged or electronic copy of the records with your agency? Yes No

5. The State Archives is only able to accept a limited number of file formats and media types.

Ability to accept formats and media listed in below sections will be discussed during pre-

transfer consultation.

 If files have not been exported from originating server or data system, do not do

so until after initial pre-transfer consultation. Data system setups and uses are

unique, the specifics of data export and transfer will be discussed during the pre-

transfer consultation.

 An IT representative may be required to attend the pre-transfer consultation.

 Transferring agency is responsible for supplying external hard drive for transfer.

 The agency is responsible for and must maintain the records until the State Archives

has confirmed a successful ingest of electronic/digital records and has notified the

agency.

6. Enter number of each media type contained in the transfer if not located on a server or

workstation.

Media Type

# of media

Media Type

# of media

Optical

Magnetic

CD

3 1/2" disc

DVD

Other:

Zip Drive

Flash/Jump/USB stick Drive

SD Card:

External Hard Drive:

Other:

B. Contents of data.

1. Does data contain recording of meetings or speeches? Yes No

Have minutes or transcript been created? Minutes Transcripts No

Where are the corresponding minutes or transcriptions located?

What is the media/format of the corresponding minutes or transcriptions?

2. Does the data contain email? Yes No

List originating email server (i.e. Microsoft Exchange Server 2012):

Filename should consists of employee name and year range of employment.

Example: JaneSmith2002_2014.pst

Item inventory must contain a listing of mailboxes with employee name, position or title

and date range of employment.

3. Does the data contain files from an employee’s user drive? Yes No

Top level directory structure should consists of employee name and year range of

employment. All other directories and files should be in order as created by employee.

Example: JaneSmith2002_2014

Item inventory must contain a listing of directories, employee name and date range of

employment.

4. List total size of transfer in MB, GB or TB:

5. List file types contained on media:

6. Will this transfer require an export of the data from a data system or data base? Yes No

a. System must have the ability to export permanent records to an open format

including any metadata necessary to locate individual records.

b. Definitions and or explanation of all data fields, codes, abbreviations and acronyms

at time of record creation must be included in the transfer.

Example 1: In the field contains a Y or N. What is the question and/or what

constitutes a Y verses a N.

Example 2: In a field that contains letter and number i.e. CV2001-0050238.

CV = Civil, 2001 = Year, 0050238 = Case Number

7. The agency is responsible for and must maintain the records until the State Archives has

confirmed a successful ingest of electronic/digital records and has notified the agency.

Sign Here as Acknowledgement:

click to sign

signature

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4. Photographs are included in the transfer? Yes No

A. General information

1. Name of Records Series:

2. Originating Agency and Division/Department:

3. Enter date range of records, include any missing dates:

4. Are you submitting printed or digital photographs? Printed Digital Both

If printed, does an electronic or digital version exist for these records? Yes No

Are you also transferring the electronic or digital copy of the records? Yes No

5. Are you keeping a copy of the electronic/digital file of the records with y

our agency? Yes No

6. Enter number of each media ty

pe contained in the transfer if not located on a server or

workstation.

Media Type

# of

photographs

Media Type

# of

photographs

Non-Digital:

Digital:

Printed on Paper

TIFF

Glass Plate

JPEG2000

Tin Plate

DNG

Other:

B. Contents of data.

1. Do your digital photographs meet the “Minimum Standards for Scanning Photographs” or

“Born Digital Photog

raphs”? Yes No

Location

of standards: http://www.azlibrary.gov/arm/guidelines-standards-and-statutes

2. Photographs taken by government employees during working hours or during the course of

business are government records and do not belong to the individual employee, nor does

the employee hold copyright to those records.

If not taken by a government employee during working hours or during the course of

business, does the agency have copyright? Yes No

Is copyright specified in writing? A copy of this documentation must accompany the

transfer. Yes No

3. Regardless of paper or digital, all metadata or individual item inventory must be included in

a tab delimited or Excel spreadsheet and transferred with the photographs.

Minimum metadata includes: Names of people, name of event, location, date

taken, Photographer and copyright, if applicable, and filename identified if

digital.

4. For printed photographs, please include box, folder and item number in the Excel

spreadsheet to indicate which metadata corresponds to each photograph.

5. Have you chosen the photographs that best represent the event? (Do not send 10

photographs of the same person speaking at an event or 20 crowd shots. Archives will not

accept blurry, out of focus, duplicates and repetitive photographs. Server space and

resources are limited). Yes No

6. Are the pho

tographs permanent, as per the retention schedule or of historic value, as

per “H

istorically Significant Records” document? Yes No

7. The agency is r

esponsible for and must maintain electronic or digital records until the State

Archives has confirmed a successful ingest of electronic/digital records and has notified the

agency.

Sign Here as Acknowledgement:

5. Maps or oversized paper document are included in the transfer (Yes/No)?

Oversized = greater than 8.5” by 17”

A. General information

1. Name of Records Series:

2. Originating Agency and Division/Department:

3. Enter date range of records, include any missing dates:

4. Does an electronic or digital version exist for these records? Yes No

5. Are you also transferring the electronic or digital copy of the records? Yes No

6. Are you keeping a copy of the electronic or digital copy of the records with your agency? Yes No

7. Enter number of each media type contained in the transfer.

Media Type

# of pages

Media Type

# of pages

Non-Digital:

Digital:

Printed on Paper (black & white)

TIFF

Printed on Paper (color)

JPEG2000

Printed on Mylar (black & white)

Printed on Mylar (color)

Other:

Aerial Photographs

Drawings

Other:

B. Content of files

1. Are these items part of a document or project included in the standard size boxes? Yes No

If yes, please describe relation.

2. Describe the items and their function or use at a group level.

3. What is the average size, smallest size and largest size of the items?

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