Information Guides on Tools for Electronic Records
These guides were created by Minnesota State Archives Staff while researching possible tools and processes for managing and preserving electronic records. It is hoped that by sharing this information others will be able to more quickly test and evaluate the tools for themselves.
Note: None of these tools and processes are endorsed by or necessarily used by the Minnesota State Archives.
The Minnesota State Archives documents its digital collections with preservation plans which facilitate the management of the collections over time. A preservation plan consists of a record in a special Access database which captures information in a defined set of fields. The database format allows users to search by file type, date, collection name, and more to find information on any/all of the included collections.
The Minnesota State Archives Preservation Plan summary can be found here.
List of Tools
Bag-It/Bagger (May 2013)
Used during file transfers.
Den4B Renamer (May 2013)
Used for renaming files.
DDFileCatcher (August 2013)
Document directory structure and file properties.
DROID (May 2013)
Identify file formats, create checksums.
Duke Data Accessioner (May 2013)
Add metadata to files during the transfer process.
Duplicate File Finder (August 2013)
Find and remove duplicate files.
Karen's Directory Printer (May 2013)
Document folder and file properties.
NARA File Analyzer (May 2013)
Explore the contents of a directory. Some of the functions include counting the number of files, determining format types, and generating checksum values.
These tools were reviewed specifically for the purpose of fixity checking in 2012.
The following paper provides a background on checksums and summarizes five easily accessible programs that create and/or validate checksums.
- Checksum Programs Evaluation May 2012 (pdf)
The following reports document the evaluation in detail of the same five programs as described in the white paper above.
- Checksums for Windows May 2012 (pdf)
- ExactFile May 2012 (pdf)
- FSum Frontend June 2012 (pdf)
- FastSum May 2012 (pdf)
- File Checksum Integrity Verifier Utility May 2012 (pdf)
- HashMyFiles May 2012 (pdf)
More information on using checksums for authentication can be found here.
File Format Conversion
These processes were studied as possible means of converting file formats into preservation and/or access versions of electronic records.
- CDDA to Wav, M4A via Audacity (April 2014)
- Doc to PDF, PDF/A via Acrobat Pro (April 2014)
- DVD to MP4 via Xilisoft (April 2014)
- Tiff to Jpg Conversion via Bridge (April 2014)
- Tiff to Jpg Conversion via IrfanView (April 2014)
- PSD to PDF via IrfanView (April 2014)
- Web page to PDF via Acrobat Pro (April 2014)
June 10 , 2014; links verified May 30, 2013.