Digital Stewardship Record-Keeping

SIP/DS tracking Sharepoint List

In Fall 2025, Digital Stewardship staff consolidated previous SIPs and DS_Tracking spreadsheets stored in the unit’s shared UTBox account into yearly Sharepoint lists. 

These lists record all material that passes through the Digital Stewardship unit and ultimately gets stored in the digital archive. 

Digital Stewardship staff registers each incoming batch of material as a new item in the list, where Sharepoint assigns a SIP number automatically. To add a new item, the staff member must include the following information:

• title of the material

• a brief description

• indication of whether the material is a rush order

• workflow status (not started, processing, waiting on metadata, or complete)

• source or format

• bag group identifier (if applicable)

• owning location

• associated identifiers (OCLC numbers, archival identifiers, accession numbers, call numbers, etc)

• physical extent

• filename pattern

• additional information regarding delivery and location 

• additional information regarding processing time and pages/minutes captured

After a SIP has been processed in Archivematica, it will also be assigned an AIP UUID and the total package bytes by the Digital Preservation Coordinator. 

Legacy Sharepoint lists

Prior to 2016, digitization projects were documented in a number of Sharepoint lists per material type. These lists provide information on material processed by the Digital Stewardship unit from 2005 to 2019. They often include attachments with file lists or longer project descriptions that are necessary for identifying collections. 

There are 8 total legacy Sharepoint lists:

If you have any questions about the legacy records, contact @MM Hanke.

Searching Digital Stewardship’s Records

In the Digital Stewardship Sharepoint Site, a user can utilize the top central search bar to search across both the SIPs Sharepoint Lists and the Legacy Sharepoint Lists. The user can search for any word, number, or phrase that is present in the lists. Metadata typically recorded since 2005 includes SIP or batch number, collection, batch, project, or item title, owning location, format, associated identifiers, date digitized, description, and filenaming convention. 

There are multiple ways to perform a search:

• For exact matches, encase your terms within quotation marks in order for the word or phrase to be treated as a string instead of a Boolean OR search (“benson”). 

• For partial matches, use an asterisk as a wildcard to allow for fuzzy searches (ex: “benson*”).

• For boolean operations, use the connectors  OR, AND, or NOT to further define your search. (example: “benson AND 2005”).