At the present time BRBL primarily is dealing with textual files received on diskettes with personal papers collections. The main priority is to secure the data until it can be evaluated when collection is processed. No set policy on whether records in electronic format will be retained in that format for permanent collection or printed out; may vary according to potential use of material.

Procedure is to remove diskettes from unprocessed collection and replace with separation sheet noting the removal, with note in accession record and inventory. Electronic data is copied to two drives on Beinecke server, which is backed up nightly. Each collection is a folder, with sub-folders for each diskette. Within sub-folder: a listing of filenames and a “contents note” file that contains explanatory information

Files are viewed using Quick View Plus, which emulates the original software associated with the file and presents a formatted, on-screen version. Quick View Plus can emulate more the 200 types of software.  Supports printing in most cases.  Sample files are opened to verify viability.  Quick View Plus is now handled by Avantstar. See:

http://www.avantstar.com/solutions/quick_view_plus/default.aspx;  and http://www.avantstar.com/solutions/quick_view_plus/pdf/QVP70formats.pdf  for more information.

Guidelines for donors: Ideally electronic records donated by individuals will have some logical organization and be accompanied by contextual information, but this is unlikely to happen. May need to inquire whether donor thinks there is value in retaining materials in electronic format vs. printing out.

Since the arrival of the new Electronic Records Archivist in September 2002, MSS&A has been working towards a repository for the long-term preservation of university electronic records. Most of the time has be devoted to assessment and planning this ERA Project. The group has met with Yale officers, assessed potential preservation strategies, conducted site visits to peer institutions, and assessed existing MSS&A digital collections.

Electronic records found in collections have been migrated to central computer server storage. To date, the University Archives has 19,405 computer files from 16 collections with total storage of 2.63 GB. The Manuscript Unit has 613 files from 3 collections with total storage of 11.5 GB. Procedures for accessioning disks and migrating files to the central servers are similar to the procedures established by BRBL (they were fashioned after the BRBL procedures). There is very little description of the files and appraisal was only conducted at the collection level. In the future appraisal will be conducted earlier in the accession process and the description of the items will be much more specific.

MSS&A foresees a shared responsibility for the preservation of university electronic records. The records creators and administrative units would be responsible for
(1) creating and maintaining records that support their operational need and internal control directives, and meets federal, state, and regulatory requirements; (2) ensuring the accessibility, preservation, and security of university records while they are in active use (no matter the media or format); (3) determining when records are no longer active and needed on site (appraise for disposition in consultation with MSS&A); and (4) providing essential description and information on records' contexts and uses to support archival appraisal and preservation. The university archives is responsible to (1) provide professional guidance and expertise to records creators in carry out University records policies; (2) bring in and assume custody of inactive records no longer needed on site by records creators; (3) ensure the accessibility, preservation, and security of inactive records (keeping in useable form); and (4) provide access to archival records for researchers according to policies.