Item(s) extracted prior to the focus/sprint period?
Check the CALM accession record for any indicators of ingest, usually within the ProcessNote e.g. the Archivematica UUID and date of ingest.
Note down any identifiers, particularly if an accession has been split across multiple storage bags.
57405dcf-4230-4de7-94d3-40900d33c7ac [Example of a UUID]
2215 [Example of a storage bag identifier]
2215_001 [Example of a storage bag identifier]
Go to https://reporting.wellcomecollection.org. Choose 'login with your Wellcome account'
Select the Storage Service space.
Change the data view to storage_bags (towards top left of the screen).
Amend the date (towards top right of the screen). The default is to show results from the last 15 mins. Change to last 4 years to be able to search all results.
Click into the main search box at the top and search using one of your identifiers. If no identifiers were found, search the accession number instead.
Click on the green button to the right of the search bar to run search.
Material already ingested?
If you get a hit, make a note of the value in the 'info.externalIdentifier' field.
Change the data view to storage_files.
Click on Open (to the right hand side above the search bar).
Click on the search titled 'Search for just digital objects - accessions'.
Click in the search bar and change the value between 'accessions/' and '/v1' to the 'info.externalIdentifier' value noted down earlier.
Click on the green button to the right of the search bar to run search.
Click on Share (to the right hand side above the search bar). Choose 'CSV Reports' then 'Generate CSV'.
After a few seconds a box will pop up in the bottom right corner. Click 'Download report'.
Navigate to your 'Downloads' folder and open 'Searching for just digital objects - accessions.csv'.
This will provide a list of all the files inside the storage bag plus two additional files created during ingest (mets.xml and metadata.csv).
Where possible the ingest should be checked against an existing DROID report in the collections file - see Finding existing documentation.
Older numbering systems included labelling each item as Disc1, Disc2 etc. regardless of whether an optical disc, floppy disk, USB or other format.
Check each extracted unique identifier is accounted for in the elastic CSV report, and there are no clear discrepancies between the DROID and Elastic reports.
Check the createdDate in the elastic CSV report, which refers to the date it was ingested to secure digital storage.
If the material was ingested prior to 2022, check if any of the items included in the storage bag are DVDs or CD-ROMs. Place any such items in the dedicated BD extraction box for ingest.
Record process and storage information
For items that have already been ingested, follow this guidance to retrospectively record the original media, date of transfer to AWS and Archivematica UUID, in the CALM accession record's ProcessNote field, if not already present.
If there is additional digital material not yet ingested, use a range prefix prior to the note to differentiate i.e. 2215_BD_001-007:
Move the information from AcquisitionNote if currently recorded there instead.
If you're unfamiliar with using CALM or there isn't already a ProcessNote field and you don't know how to add one, ask an Inventory Team member for help.
No hits found?
If no hits are returned, place all previously extracted material in the dedicated BD extraction box for ingest.
Last updated