Create an AIP from In-House Scans

Use this workflow to turn newly created in-house scans into a verified, zipped Archival Information Package (AIP). It begins with the original scan files in DPLAB_STORAGE and ends with a final BagIt ZIP and its SHA-256 checksum.

Complete the steps in order. The custom DPLAB buttons in FreeCommander start the associated scripts and record the processing work in the item folder.

Before You Begin

• Confirm that the original scans have been saved to DPLAB_STORAGE.
• Open FreeCommander and browse to C:\DPLAB\processing.
• Have the item number ready. It is used when renaming the scans.
• Do not rename, move, or alter the original scans in DPLAB_STORAGE. The workflow creates and processes a local copy.

Warning

Stop and resolve any failed log before continuing. A failed copy, manifest, validation, or bag verification means the AIP is not yet ready for final packaging.

1. Copy the Project to Local Processing

Use DPLAB 1: Copy Project to Local Processing to make the working copy.

1. In the command interface, navigate to the item folder.
2. Press the number shown for a folder to select it.
3. Press o to open the selected folder.
4. Press s to copy the opened folder to the local processing drive.
5. Press c to cancel without copying.
6. When the log opens, confirm its final status is PASS, then close the log.

2. Prepare the Local Item Folder

Run the following DPLAB 1 actions from the local processing copy:

1. Create UUID Folder and Move Files. This creates the UUID-named working folder and moves the copied item files into it.
2. Capture Scan Record Event. Record the computer, scanner, scan resolution, scan date, and other capture details while they are available.
3. Create Finding Aid. Create finding-aid.md while the item identifiers and capture details are available. Complete the initial fields now and update the file as later processing, access, and packaging details become available. See Create an Item Finding Aid.
4. Create Scans Folder and Move Images, if the item does not already have the required scans folder structure.
5. Spawn Vtext Cover Template. If this is the first item in a collection or series, create a custom cover-page template for that collection or series before proceeding.

Note

Create and maintain custom Vtext cover templates for Community Archives and other frequently used collections so later items begin with the correct collection or series information.

3. Rename the Scan Files

Each scan filename must be unique and follow the house naming standard: the item number followed by a page counter.

1. In FreeCommander, select the scan files.
2. Press F2 to open Multi-Renamer.
3. In File name, enter:

<item-number>_p[c]

For example:

ca-002-006-001-001_p[c]

1. Set the counter Digits value to 3. The [c] token creates the sequential counter, producing names such as ca-002-006-001-001_p001.
2. Set Case to lowercase.
3. Review the preview carefully. Confirm the order, item number, page numbering, and uniqueness of every resulting filename.
4. Select Rename only when the preview is correct.

See Rename Selected Files and Folders for general Multi-Renamer guidance.

4. Document and Validate the Source Files

Run these DPLAB 2 actions in order:

1. Create SIP Manifest. This captures checksums and PRONOM file-type identifications for the original scan files.
2. Extract SIP Metadata. This records the scans? full technical specifications and embedded metadata.
3. Identify File Formats. This validates that the files are recognized, valid formats and are not corrupted.

5. Complete Item Processing

Complete the remaining item-level work before packaging:

1. Embed the required metadata.
2. Finalize filenames and sanitize the files as required.
3. Correct dates when needed.
4. Make the required derivatives.
5. Verify the derivatives.
6. Build the Bag directory if it was not already created by an earlier step.

6. Create and Verify the Final AIP

Use the DPLAB 6 actions to complete the final AIP:

1. Create Final Objects Manifest.
2. Create Bag.
3. Verify Bag. Continue only if the verification log reports PASS.
4. Zip Bag.
5. Create Final ZIP SHA-256. Record and retain the checksum with the final ZIP.
6. Copy Completed Zipped Bag to V:\librarydata\archives_store\dplab_storage\_completed_bags

7. Mark the Original Item Folder as Complete

Only after the Bag has been created, verified, zipped, and copied to Completed Bags, return to the original item folder in DPLAB_STORAGE.

Append _DONE or _done to that original item folder?s name. For example:

ca-002-006-001-001_DONE

This marks the original scans as fully processed so completed work can be identified quickly during later storage review and deletion work. Do not add the suffix before the completed Bag copy is present and verified.

Warning

Add _DONE only to the original item folder in DPLAB_STORAGE. Do not rename the UUID folder, Bag directory, final ZIP, or completed Bag copy.

Update the Digital Preservation Planner

+If the item has a task in the Digital Preservation Planner, mark that task as complete after the completed Bag copy is in place and the original item folder has been marked _DONE or _done.

Completion Check

Before marking the original item folder as complete, confirm that:

• the original in-house scans remain safely stored in DPLAB_STORAGE
• the local item folder has a UUID folder and completed scan-record documentation
• scan filenames are unique, lowercase, and use the item-number-plus-page-counter pattern
• SIP documentation, file-format identification, and derivative verification completed successfully
• the Bag verification log reports PASS
• the final Bag ZIP and its SHA-256 checksum are present, recorded, and copied to Completed Bags
• only then, the original DPLAB_STORAGE item folder has _DONE or _done appended to its name

For expanded preservation packaging guidance, including AIP size limits and BagIt structure, see Digital Preservation Processing.