Case studies generally focus on practical issues or particular programmatic needs of archivists actively working with congressional electronic records in their repositories and provide a method for addressing these needs, such as file format identification, web archiving, or email processing.
Including sample workflows, descriptions of practical resources, or demonstrating the use of digital preservation tools “in the wild,” modules attempt to curate a first stop shop for applying digital preservation tools and practices to digital congressional collections. Previous modules have described the use of tools such as BitCurator, DROID and Bagger, as well as introduced readers to concepts such as file fixity and how to determine storage requirements for digital data.
The case studies and modules found on this site are categorized by the stage in the archives management workflow that they best represent, such as accessioning, processing, preservation, and access.
If your institution is working with congressional electronic records, ERC would love to talk to you about sharing your experience. Please fill out this form if you wish to make a contribution. Please note: submissions must relate electronic records archiving practice specifically to congressional papers to be considered for publication on the CPS-ERC website.
Case studies and modules are currently available in the following issue areas:
You can download an individual module, or download the entire existing suite of modules.
Acquisition
Donations of Digital Records from Congressional Offices: Lessons Learned from the 2014 Election Cycle (Case Study ERC003)
By Adriane Hanson, University of Georgia, June 2015
Download a PDF of this case study.
Abstract: The Richard B. Russell Library for Political Research and Studies received donations from three congressional offices that closed at the end of 2014 (one Senate and two House) that included a significant digital component. Through this case study, I will share what we learned about the donation process and how to work with office staff to help others new to congressional collections with their first donations. I also hope to offer insight into receiving digital donations, an area that is still fairly new for all of us.
Discussing Electronic Records: Repository and Donor Perspectives (Module# ERCM002)
By Danielle Emerling, University of Delaware; Elisabeth Butler, Senate Historical Office, and Katie Delacenserie, Senate Committee on Homeland Security and Governmental Affairs; July 2016
Download a PDF of this module.
This module provides suggested questions repository archivists should ask donors and their representatives about the management of their electronic materials while they were in office. There are also questions which donors may ask the repository.
File Transfers Using DataAccessioner (Module#ERCM006)
By Adriane Hanson, University of Georgia; December 2016
Download a PDF of this module.
This module uses DataAccessioner to ensure the complete transfer of digital files from removable media to a storage location.
Accessioning
Establishing Electronic Records Management at the University of Delaware: Accessioning and Appraising the Electronic Records of Senator Edward E. (Ted) Kaufman (Case Study ERC001)
By Danielle Emerling, University of Delaware, April 2014
Download a PDF of this case study.
Abstract: In 2009, Senator Edward E. (Ted) Kaufman was appointed to fill the Senate seat left vacant when Delaware’s longtime Senator Joseph R. Biden Jr. was elected Vice President of the United States. After Kaufman’s term expired in November 2010, he donated his papers, including about 90 gigabytes of electronic records, to the University of Delaware. Archivists established electronic records policies and procedures and created an electronic records workstation. Accessioning and appraising the electronic records using various open source tools presented both challenges and successes.
Generating File Format Identification and Checksums with DROID (Module# ERCM001)
Brandon Hirsch, Center for Legislative Archives, National Archives; July 2016
Download a PDF of this module.
This module is a guide to using DROID to identify file formats and perform checksums.
Accessioning Born-Digital Content with BitCurator (Module#ERCM0015)
by John Caldwell, University of Delaware; March 2018
Download a PDF of this module
This module sets out the steps to create a disk image using BitCurator.
Arrangement and Description
Testing the Waters: Working With CSS Data in Congressional Collections (Case Study ERC004)
By Natalie Bond, August 2015
Download a PDF of this case study.
Abstract: Senator Max Baucus deposited his papers with the Maureen and Mike Mansfield Library in April of 2014, a multi-format collection which included 1.4 TB of electronic records. In this case study, I will discuss how we managed and preserved the CSS data contained within these electronic records, data which span Baucus’ Senatorial career from 1979-2014. Specifically, I review the structure and content of the data that we received, the history of CSS/CMS use within the Senate, and our workflow for accessioning and viewing the data. Finally, I reflect on considerations for moving forward with long-term preservation, exploitation of the data, and future advocacy and collaboration opportunities for archivists and repositories.
Redaction on Demand (Module# ERCM004)
By Adriane Hanson, University of Georgia; July 2016
Download a PDF of this module.
This module goes through the process of redacting documents once they are requested by researchers.
Setting up and Scoping Web Crawls with Archive-It, 5.0 (Module# ERCM005)
By Gregory Wiedeman, University of Albany, SUNY; July 2016
Download a PDF of this module.
This module describes how to do a web crawl using Archive-It.
Processing Email: Microsoft PST Files (Module# ERCM011)
by Katie Delacenserie, Senate Committee on Homeland Security and Governmental Affairs; Anu Kasarabada, Senate Committee on the Judiciary; and Matt Stahl, formerly of the Senate Committee on Commerce, Science, and Transportation; June 2017
Download a PDF of this module.
This module shows how to use Microsoft Outlook, an email reporter, and an email viewer to process PST files.
Description of Hybrid Collections Using Archivist Toolkit (Module#ERCM007)
By Adriane Hanson, University of Georgia; December 2016
Download a PDF of this module.
This module explains how an archivist can describe an accession with both paper files and digital objects in Archivist Toolkit.
Automating Description of Electronic Records (Module#ERCM014)
by Nathan Gerth, University of Nevada-Rena, and Catherine Dean, Carl Albert Center; March 2018
Download a PDF of this module.
This module uses the tool Brunnhilde to generate an appraisal report from a disk image.
Preservation
Web Archiving at the Library of Virginia: A Q&A with Roger Christman (Case Study ERC002)
By Roger Christman, March 2015
Download a PDF of this case study.
Abstract: As the official archive for the Commonwealth of Virginia, the Library of Virginia (LVA) captures the web presence of the state’s executive, legislative, and judicial branches. In 2007, LVA expanded its web captures to include the online activities of Virginia’s congressional delegation. In this Q&A with CPS’s Electronic Records Committee, Roger Christman, Senior State Governors’ Records Archivist, describes why and how the Library preserves the web activity of its federal senators and representatives.
Create AIP with DataAccessioner and Bagger (Module# ERCM003)
By Adriane Hanson, University of Georgia; July 2016
Download a PDF of this module.
This module provides a workflow for the creation of an Archival Information Package (AIP), using free tools and standard metadata specifications.
File Format Migration Pathways (Module#ERCM008)
By Erin Wolfe, University of Kansas; December 2016
Download a PDF of this module.
This module goes through the workflow of converting digital files into preservation formats; also describes the leading preservation formats
File Fixity Tools (Module#ERCM009)
By Elisabeth Butler, Senate Historical Office; Katie Delacenserie, Senate Committee on Homeland Security and Governmental Affairs; December 2016
Download a PDF of this module.
This module defines file fixity and describes and compares some well-known file fixity tools.
Electronic Records Storage Requirements (Module#ERCM012)
by Jim Havron, Independent Archival Consultant; June 2017
Download a PDF of this module.
This module lays out various considerations related to the implementation of a storage solution for electronic records.
Access
Configuring and Using Offline Computers for Access (Module#ERCM010)
By Jim Havron, Independent Archival Consultant; December 2016
Download a PDF of this module.
This module explains how offline computers can be configured to ensure secure access for researchers to electronic collections.
Introduction to Google Drive(Module#ERCM013)
by Jim Havron, Independent Archival Consultant; June 2017
Download a PDF of this module.
This module is a “getting started” guide to Google Drive as an access and collaboration tool for digital materials.
Return to the top of the page
Electronic Records Committee 