E-Records Transfer Guidelines

 

Please note that the format records are submitted in may be changed at the discretion of the archives. Every attempt will be made to preserve the informational content, but it may not be possible to preserve the electronic file type or exact visual style that records were created in. Contact University Archivist Meg Miner with questions/concerns.

You will be asked to fill out this form prior to transfer.

Acceptable Electronic Record Formats

  • Scanned Images: the preferred formats are Tagged Image File Format (TIFF) and Portable Network Graphics (PNG). Preferred file size is 600 dpi. Minimum recommendation for long term preservation is 300 dpi.
  • Digital Photographs: includes Tagged Image File Format (TIFF), File Interchange Format (JFIF, JPEG), and Bitmap (.bmp). Preferred file size is 600 dpi. Minimum recommendation for long term preservation is 300 dpi.
    • Note: Images transferred in smaller file sizes may not be sustainable for the long term.
  • Data files and Databases: Convert tables to files with fixed-length fields or fields defined by delimiters. Acceptable formats are data spreadsheets files (XLS, XSLS, ODX, etc), and database formats (DB, FP7, MDF, MDB).
  • Web Records: Hypertext Markup Language (HTML) will be copied to a text format. Other formats such as TIFF or PDF that are embedded in the HTML or referenced by it must be sent as separate files. Use the transfer form linked above to describe the file and all associated, related files.
  • Email: including email attachments.
  • Non-text records: Non-text records (including audio/visual file formats, such as MP3, AVI, WAV, MPEG-4, AAC) may require specific software for replay. Please contact the archivist for further information.
  • Text-records: Includes any text-based or word-processing documents (DOC, DOCX, ODF, ODT, TXT). Text documents may also be in Portable Document Format (PDF); other formats included as embedded links must be sent as separate files. Use the transfer form linked above to describe the file and all associated, related files.
  • Presentation Materials: PowerPoint and other presentation file formats (PPT, ODP). Other formats included as embedded links must be sent as separate files. Use the transfer form linked above to describe the file and all associated, related files.

Storage Device Delivery

Physical devices for the delivery of records in electronic format are listed in order of preference:

  • USB Flash Drive or Thumb Drive
  • PC-compatible external hard-drive
  • CD-R/W or DVD-R/W for audio; DVD-R/W for film is only accepted if an electronic transfer (see below) of the native file is not possible. Please contact the archivist for further information.

When necessary, place USB flash drives and floppy disks in an envelope labeled with identifying information and the transfer form linked above; notify the archivist by email.

Minimally acceptable information to include with the transfer are the creator(s) name and dates and a description of the contents. The completed transfer form linked above is strongly recommended to ensure enough information is available to preserve your great work!

Electronic Delivery

Some transfers may be made through by the methods listed below. Contact the archivist in advance.

Email

  • Files and folders must be relatively small in size
  • Include the Records Transfer Form as an email attachment

File Transfer Protocol (FTP)

  • Usually for larger-sized records
  • Include the Records Transfer Form as an email attachment

 

This information was adapted from a similar page created by the University Archives at the University of Illinois, Urbana-Champaign.