Most electronic files in manuscript collections accessioned before 2008 came on the standard data storage devices in use since the mid 1970s: 5 ¼ and 3 ½ inch disks, zip disks, and compact discs (CDs). When evaluating files on these media formats, the following instructions may best apply.
The number of disks and electronic files in a collection may determine whether you can conduct item-level analysis. Most files on these media formats include drafts of writings or material relating to writing projects and correspondence (in word processing formats). When possible, respect context and original order in arrangement. When original order cannot be established, in general, small numbers of disks and files lend themselves to item or file-level analysis and arrangement by content. With larger numbers of disks and files, and disks with mixed files (e.g. writings, correspondence, etc.), other factors will probably also need to to considered in order to determine whether to arrange material by content or format. In baseline processing, media may also be listed where found (disks should be housed in Restricted Fragile).
As of December 2011, several collections containing computer media have been processed to varying levels, providing us with some useful examples. Note, while these examples are instructive, please see section 5.6.7 for the most up-to-date descriptive recommendations:
For an example of a hybrid collection in which the electronic and paper materials were fully integrated and arranged to the file/item level, see the James Welch Papers (YCAL MSS 248).
For a baseline processing project example of a collection containing a moderate number of disks (33) in which some analysis of the content allowed the born digital and paper material to be integrated and arranged at the file level, see the Caryl Phillips Papers (GEN MSS 793).
For a baseline project example of a collection containing a smaller number of disks (22) in which context alone allowed for arrangement at the subseries/file level, see the Howard Roberts Lamar Papers (WA MSS S-2639).
For an example of a collection in which the electronic files were arranged by format, see the George Whitmore Papers (YCAL MSS 274).
One way to keep track of electronic files when doing item-level arrangement is to create a dummy folder, labeled with information about the file, and incorporate the folder into the sorting of like material. For example, when arranging material for a particular title in a writing series, place a dummy folder for an electronic draft (see “Hotel Christobel” example in section 5.6.7.6) in the sequence of materials relating to the title.
Other types of text files can be treated the same way, placing them in the appropriate intellectual and sequential location of related files.