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SOP: Digitizing 3.5-Inch Floppy Diskettes

Use this procedure when Archives staff need to copy files from 3.5-inch floppy diskettes for appraisal, processing, or preservation.

Scope limitation

This SOP is only for 3.5-inch floppy diskettes that can be read with the Archives' current equipment. We do not currently have the capability to process older large floppy disks, such as 5.25-inch or 8-inch disks. Do not try to force unsupported media into a drive. Label it, keep it with the collection, and ask staff about vendor or partner options.

Goal

Create a safe working copy of the disk contents while preserving the relationship between the digital files, the physical disk, and the collection context.

Before You Start

  • Work on a Digital Processing Workstation.
  • Use the approved external 3.5-inch floppy drive.
  • Keep the disk with its sleeve, label, and collection folder while working.
  • Do not open, edit, rename, or save files directly on the floppy disk.
  • Do not accept any Windows prompt to format, repair, or initialize the disk.

If Windows asks to format the disk

Select Cancel. Do not format the disk. Record the error in the processing notes and stop.

1. Document the Physical Disk

Before inserting the disk, record:

  • collection or accession number
  • box and folder location
  • disk label text
  • disk format or markings when visible
  • processor name
  • date processed
  • any visible damage, mold, unusual noise, or handling concern

If the disk has important label information, photograph or scan the label before processing.

2. Write-Protect the Disk

Set the disk to write-protected mode before inserting it in the drive.

For most 3.5-inch floppy diskettes, the write-protect tab should be open so light can pass through the square hole.

3. Create a Local Processing Folder

Create a local folder for the disk before copying files.

Use a name that connects the copied files to the physical source, such as:

collection-id_b001-f012-001_disk-label

Inside that folder, create:

disk-files
metadata

4. Copy the Disk Contents

  1. Insert the floppy disk into the external drive.
  2. Open the disk in FreeCommander or Windows File Explorer.
  3. Copy the full contents of the disk into the local disk-files folder.
  4. Preserve the original folder structure when copying.
  5. Do not rename copied files during the first copy.

If any file fails to copy, record the filename and error message in the processing notes.

5. Create a README

Create README.txt in the metadata folder.

Include:

Collection/accession:
Physical location:
Disk label:
Disk type: 3.5-inch floppy diskette
Copied by:
Copy date:
Source drive:
Copy result:
Errors or unreadable files:
Notes:

6. Generate Checksums

Generate SHA-256 checksums for the copied files after the copy is complete.

Save the checksum file in the metadata folder as:

checksums-sha256.txt

7. Virus Scan the Copy

Run the approved virus scan workflow on the local processing folder, not on the original floppy disk.

Save the scan log in the metadata folder as:

clam.log

Continue only if the scan reports no infected files. If the scan reports a threat, stop and ask staff before opening or moving the files.

8. Review the Copied Files

Review the copied files from the local processing folder only.

Confirm:

  • expected files appear to be present
  • folder structure copied correctly
  • file dates and extensions are visible
  • files open only when needed for appraisal or description
  • any unreadable, corrupt, or password-protected files are documented

Do not edit original copied files. If a file must be normalized, exported, or converted later, make a separate derivative copy and document the action.

9. Package for Preservation Handoff

The local processing folder should include:

collection-id_b001-f012-001_disk-label/
|-- disk-files/
+-- metadata/
    |-- README.txt
    |-- checksums-sha256.txt
    +-- clam.log

Copy the completed folder to the appropriate DPLAB_STORAGE location for the collection or accession.

Stop and Ask Staff If

  • the disk is not 3.5 inches
  • the disk is physically damaged, dirty, moldy, or noisy in the drive
  • Windows asks to format, repair, or initialize the disk
  • the disk cannot be read
  • files fail to copy
  • a virus scan reports a threat
  • files appear encrypted, password-protected, or unusually sensitive
  • the disk contains software, databases, or system files that may need specialized preservation handling