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The Archival Processing Tool: User`s Guide, Version 2.06

1. 4 Property _ The File Activity View and Help pull down menus are the same as explained in the section Exploring a File System and are the same for every Activity Filter This menu provides the main function of this activity One can create a new filter load a previously created filter and save a filter that has been updated There are four ways to filter Filter Manually Filter on File Type Filter on OS App Hash Code Filter on OS App Hash Code and File Type Archival Processing Tool C Program Files Archival Processing Tool PC File Activity view Filter Options Help Bes f EL L Files est Savenc Filter On FileType Filter Manually een Hashi ande Shen Hasi ende and HETEpE Each of these functions is described below Options This menu allows you to associate a specific viewer with a specific file type view a specific hash code filter and define a file type filter Archival Processing Tool C Program Files Archival Processing Tool File Activity View Filter Options Help FEA EA ey PE Files Test Suite Assoc FileType with viewer View 2540p Hash Code Filter Define File Type Filter The option to Define File Type Filter shows the entire list of file tyoes than can be automatically identified The list of identifiable file types is also listed in an appendix to this User s Guide Filter Manually A file system needs to be filtered manually only when no filter has pr
2. C Program Files Archival Processing Tool PC Files Tes X view Help Blocked Files Fassed Files E FileT ypes 10 bos 16 bit Compact Executable fi g Sd PC Files Test Suite eE ARCHIVE e FOXPRO EY FOS WAP COM E E boss El KEYB COM a e DOS bo E DISECOMP COM gt E DOSSHELL GRE gt E GRAPHICS COM gt E TREE COM El VSAFE COM ED BASIC g e DBASEIII iE ADDUSER COM z E R Lo El DBL COM bar E INSTALLH SG3 ba E NLOD COM El SIGNON COM E e QPRO1 OD0S ba E EP2GEM COM Time to Filter O sec Transfer Blocked Riles Cancel Note that these 16 files are of the same file type but have three different file extensions COM GRB and SG3 One can double click on a filename to view a file Suppose that we view DBC COM DBC COM Quick View Plus E 8 x File Edit View Document Go Window Help dBCODE 2 06 03 MARCH 1986 COPYRIGHT c ASHTON TATE 1985 1986 ALL RIGHTS RESERVED La DW Bi eit AHAL py y 0 METAN loss TEMES all becca a url gt C e A y La j aen F el lt ti lt A i 11 1 sil uyw r amp ill s ulprAr FETESTE lI WH 0 evinitalipiyoate plsily panek aen Lxbiim E1M IEB plufzpsl A anata 55 eth i pita piini trin6 IcGnJ6FI G l6 lFGr 6 lsti Pre ii Lal iow H ly I LPri Hial gt l 4 1 5010 i iFH I i liopU elri amp wie imi vel OZP icalty Fsgivel z alt_4 gt T EiT oberi 1 BaVivep Ord lertyPee ioaluy F nivepora
3. argia TNSTUTCUTe Georg al Reses ren The Archival Processing Tool APT User s Guide Version 2 06 PERPOS Technical Report ITTL CSITD 03 2 November 2002 Revised December 2003 William E Underwood Marlit Hayslett Keck Sandra Laib ITTL CSITD Georgia Tech Research Institute Georgia Institute of Technology The Army Research Laboratory ARL and the National Archives and Records Administration NARA sponsor this research under ARL Contract No DAKF11 97 D 0001 Task Order 64 The findings in this paper should not be construed as an official ARL or NARA position unless so indicated by other authorized documentation TABLE OF CONTENTS INTRODUCTION AET E E A A A T A A E A E T A E E 1 ARCHIVAL WORKFLOW sesono i a a a Ea a E DIA E EA DaSS 1 EXPLORING A FILE SYS AAA O 2 ENTRO IN dla EE A re oad 2 OPENING AFILE SYSTEM A A A A A A A NEEE 2 VIEW A FLE SYSTEM S PROPERTIES sad drid dad 4 NOB WING A FLES PROPERTIES nt NED AAA ANA AAN RN Ea 5 OPENING AND VIEWNGA PLE da OS E DOS 7 O E VTE We PS ORION e A EES E EAE ET EAA AEA T 8 Viewme Document Files sciccen nesses tence sts E a O o 8 Viewin e Archive Files siared naa a a a a a a a E co 8 Viewing Bitmap Or Drawn e Files A A AS A E A TRE T E NA 9 Viewing Spreadsheet Presentation and Database Files ooononnnncnncuononnnnnnnnnnnnannonnnnnnnonnnnnnnnnnn nono nnnnno nro nnnnnnnnn ono nnnnnnnnnnnnnnnnnnnnnennnnnnnoss 9 Viewing File Types that are Unknown to Quick View PlUS ooonn
4. lt arch gt at the beginning of a Unix archive file or the leading PostScript files Sometimes referred to as a file signature N operating system Software on a computer that manages the operation of system resources and software application programs Operating systems perform basic tasks such as recognizing input from the keyboard sending output to the display screen keeping track of files and directories on the disk and controlling peripheral devices such as disk drives and printers self extracting archive An executable program file that includes both an archive file and software to extract or unarchive the contents of the archive file Users can extract the contents of a self extracting archive file by simply running it Appendix A APT Error Messages Error Message APT Run time Error 429 Active X Component Can t Create Object Archival Processing Tool APTT is not accessible Access is denied Bad Argument APT aborts Description If this error occurs It will occur just after selecting the Archival Processing Tool APT This error can occur when there is a new version of the VBATT dIl that has been copied in to replace an earlier version There is incompatibility between the parameters of the prior version and the new version of the DLL This message may occur after exiting the APT The APT does not have full control of the Quick View Plus Viewer and a copy may remain open after exiting
5. al FIOCeSsing O0Mho ampie rie A a ARAS Se ea File Activity View Options Help le x B Eal Explore Activity pha oresporderce Fi Nae Times Ses El Ray llen 1223901999 10 29 58 AM 1975 E Anderson 270999 11 42 24 4H BOD 02722003 11 56 PM E z lOl x Edi View Help Bex E Organizational View Property fe o El 3 Executive Office of the President Ena iA Office of Management and Budget E 53 Georgia Tech Research Institute gt iii 281 P Start Ge a En Ts Archival Processing Tool He ail Cl fie a 1 1 56 Ph In the APT you can open the folders and files to read the contents of files in order to determine the proper title and description for the record series You can then switch to the Archival Description Tool to arrange the record series according to its provenance and to describe the record series The provenance of a record system is defined by the organization name and possibly the organizational unit and person title 4 Inthe Description window find the name of the organization that created the records in the file system displayed in the APT window In this example there are three organizations Executive Office of the President Office of Management and Budget and Georgia Tech Research Institute Select the organization that created these records For this example it is Georgia Tech Research Institute If the organization is not in the list highlight Or
6. change the display size or zoom in and out graphic pcx Quick View Plus File Edit view Bitmap So Window Help Show Full Screen Size Rokation Zoom Paintbrush Contains special commands For this type of File Viewing Spreadsheet Presentation and Database Files After viewing a spreadsheet WKS WB1 WQ1 XLS presentation or database files you can enlarge or reduce the on screen font size show or hide the gridlines and display any sheet in a multiple sheet spreadsheet The figure below shows Quick View Plus s view of a Dbase IV or V database DBF FOXUSER DBF Quick View Plus E zigi x File Edit View Database Go Window Help j T Enlarge Y Gridlines Reduce 1 TPREF2 0 COcerraer COMP COLO FALSE l i 57720 Memo File M2 PREF200 0 COLORSET COMPO MONO FALSE 32554 Memo File A a COLOR ET TOSH JZD E A re 20881 Memo File 0 PREF2 0 un COLORSET COLOR al FE cc 24241 Memo File 0 Laas res COLORSET MONOCHROME TALSE e 53450 Memo File ISS PREF20 0 COLORSET MBE COLO el PASE cc 277 Memo File FO PREF20 0 COLORSET T5200 MONO Sa A ee 1967 Memo File 1 me PREF20 0 A DEFAULT el FALSE crn 24241 Memo File 0 ETA AI ANA a ce PAE S 14165 Memo File _ 1 AO PREF2 0 A A A er 3494 Memo File 0 IN PRE O A A FALSE O ee 60577 Memo File 0 ARRE 00 VIEW POS nnn E O A 23511 Memo File 0 PREPO IAN A OO PRG E E TA A 21599 Memo File 0 TAI WINDMODIFY FINDE PRA de E O A 8720 M
7. the assigned work into an archivist s subdirectory in a Work Area Catalog _of_Holdings Accession Register Description and_Location_of Containers Library nena RERAN ene Accession_Erntry A4 Transtemed O85 and System _ pplications T Descnbe_ File _ System 1 Accession_ Records 5 Preserve 2 Access Holdings 5 Access Holdings Copy oof Containe Transtemed File System Y eiii ee aci A Eo Rewiewed_F 5 Copy_ot_Container 4 f ger Preserved FS y Reviewed FS a 4 f Transtemed Record Senes Working Storage Processed Record _Senes Copy _of_Container Reference Copy wy Accessioned_Containers Processed File_System Reference Record Transfer Agency Reference Copy Holdings Public Access System A peculiarity of the Bush PC record series is that they included the entire file system of personal computers operating system and application files as well as those created The APT supports filtering files systems by blocking operating system and applications files and passing through user created files This activity could be considered a preservation function as It involved separating records and non records After each step of work the archivist saves their work back to the work area and records the status of their work in the Work In Process file Archivists should attempt to maintain the original order of files in a file syste
8. 1 2 3 Excel and Quattro Professional store spreadsheet labels cells and formulas in files of specific format These applications support graphic features that enable users to produce charts and graphs from the data Unless they are sample or tutorial files the spreadsheet files chart and graph files are user created and should not be included in a file type filter Application Resource Data Software applications for word processing spreadsheets and presentations use a number of data files to Support users These include keyboard macros template or style files dictionaries and fonts Most of these are supplied with the software application but some may be user created Word Processing Document The documents created by users of word processors and text editors are stored in a variety of word processing or document file formats Most of these will be user created documents but some may be sample documents Define a File Type Filter This filter option is available when you know the file formats you wish to block You define the filter by selecting specific file formats Step 1 From the Options pull down menu choose Define File Type Filter Step 2 From this list select the file tyoes you would like to block by clicking once in the appropriate check boxes then click Close In this example Empty Files and Operating Systems are checked We should expect these files to be blocked after filtering File Type Filt
9. 4F 650 8F 646 SAAB 4848 3E 56495444 Fo Doug wead Access Redacted E3 Bush Public Papers Reasons b 6 WD Washington Files Leighton doc B Tanner doc B Tanner doc rdt Redacting Text A second method of redacting text is included in the Review Activity It supports redacting the text of the document rather than an image of the document This tool was included primarily to indicate that it was technologically possible to do so It is recommended that you not use this method of redaction The tool currently supports only indication of FOIA exemptions not PRA or Donor Restrictions To redact text from a record Step 1 From the Quick View Plus menu select Edit gt Select All This results in the whole document being selected Step 2 Select Edit gt Copy This results in the text being copied to the clipboard Step 3 From the Quick View Plus pull down menu select File gt Exit Quick View Plus Step 4 In the APT window select Access gt Redact gt Text from the pull down menu This opens Word and pastes the text you copied into a document Note This document has the same name as the original except the file type extension is rdt Step 5 In the new word document you will highlight the text that is to be redacted Using your left mouse button place the cursor to the left of where you want to begin highlighting Important While highlighting you must keep the left mouse button depressed When you reach the end of the text
10. Driver In Windows Explorer Step 1 Find gtech_106092 zip in c Program Files Archival Processing Tool Step 2 Create directory c lmage Driver Step 3 Open that file with WinZip and extract the files into C lmage Driver Step 4 Run Installer exe in Image driver directory When the installer asks you if you want to make the image driver the default say no Otherwise every time you want to print it will assume that you want to print to the image driver not to your default printer If you accidentally say yes so that the Informatik image driver is the default printer select Printers from the Control Panel Select the printer you want to be the default printer Select File gt default printer Step 4 If you have a backup of the file gtech_106092 zip on a diskette or CD you can delete it from the directory c Program Files Archival Processing Tool Filters NSRL Hash Code Filter flt File Type Filter fit OS App Hash Code Filter flt OS App and File Type Filter flt Tutorial Files PC Files Test Suite Sample Presidential Records Sample Corrupted Files Sample Encrypted Files Sample Files Needing Conversion File Repair Tools WPMD 3 0 The File Doctor for WPerf 5 x Shareware from Software by Seidman Wp5md exe Doctor 6 v 2 2 The File Doctor for WPerf 6 x Shareware from Software by Seidman Wp6doct exe Recover DBF recovery ABRI Technologies http www abri com recover html AZR Advanced Zip Repair http www repai
11. National Archives has the legal and physical custody of these files and is responsible for their preservation archivists need the capability to recover the password in order to decrypt the files The recovery of a password for legitimate and practical purposes should be distinguished from cracking of a system or file password for illegitimate purposes such as theft or vandalism However the techniques are the same There are commercial off the shelf COTS products that recover passwords of files protected with encryption procedures built into software applications such as WordPerfect MSword Quattro Pro and Pkzip One of these products Password Recovery Toolkit PRIK from Access Data was acquired for experiments in recovering the passwords During installation of the APT it is configured to work with the APT as follows When a password encrypted file is encountered which is indicated either by Quick View Plus or by the File Type Identifier Step 1 Select Preservation from the Activity pull down menu Step 2 Highlight the filename of the encrypted file Step 3 Select Decrypt from the File pull down menu If the PRTK has a procedure for recovering passwords for files of that type it will attempt the recovery In the cases of a weak encryption method the password may be recovered in a few seconds to a few minutes Stronger encryption methods may require hours to days of processing to recover a password The Password Recovery Toolkit wa
12. New Subfolder A pop up dialog box will appear Step 3 Type the name of the new subfolder in the field and click OK A new subfolder of that name will be created Archival Processing Tool File Edit Activity View Sort ESE E are eH WPSO E README CNY E 89021400 doe E 89030906 doe a Public Message EJ 89020100 doc Y 89030601 doc E Appointments fF 89030103 doc You can then drag and drop the files of those particular types into the subfolders If a file system does not have a top level folder but is just a root directory of files you can create a top level folder Archival Processing Tool i File Edit Activity View Sort EE al Arango 2 890201 00 doe E 89030601 doc E 89030103 doc E README CHY E 89021400 doc E 89030906 doc Step 1 Highlight any one of the files in the root directory Step 2 Select Edit gt New Top Level Folder A pop up dialog box will appear Step 3 Enter the name of the top level folder and click OK A top level folder of that name will be created Archival Processing Tool File Edit Activity View Sort BI hf E jE Arranger You can then drag and drop files into that folder Reviewing a File System Introduction The Freedom of Information Act provides for public access to holdings of government records However it exempts some kinds of information from release Similarly the Presidential Records Act provides for public access to Pre
13. UAE SS NA ARA A a aloe ee 48 DECRYPT PASSWORD ENCRYPTED RES EA RARA AN 50 REPAIR CORRU PUD IES a AN olin bese SNA ad hl De inn tN ca 51 CONVERT FILES TO OTHER FORMATS sissies siesta wee 5d AAA AD A UA ADEE SS AAA AA AAA sda AN 52 ARRANGING A FILE SYSTEM sii 53 INTRODUO TON a a EA oe cd 53 TAE ARRANGEMENT ME NU tia SRA AAA ANA AAA ASA aE a a E a ot 53 MOVING A FILE INTO A OL TIER atada dais 54 REORDERING THE FILES IN A DIRECTOR Vandal 55 VIEWING THE PROPERTIES OF A FOLDER OR FIERA estt tttttttt seese aS etts esssS ede NA vd IES 56 RENAMING A DIRECTORY ELOLDE RI tados 57 CREATING NEW POLDERS ii AAA AAA a AAA AAA 57 REVIEWINGA FILESYSTEM cicssscccsvvsccaneccassdesscsceseudsnsinesouacsaescauidsasasescueedsedeaatussdsnescadscetesaeueessdsusiuesovacsaesawuseassasecgueedssdeasupusdsuesdatsounsees 59 MST AAA A ale Ne Dake A daha aa ea Occ acne tela alate 59 SE Te Bole VMI WIV NU A ai riila 59 REVIEWINGA RECORD sce ta tsar assests te seedio cessor eu ps iS 60 O 61 LOSE A o ahve bac 62 AGN O O EA 67 Marking for A TOS di donan 72 VIEWING FILE PROPER TIES a ties 74 SAVING A REVIEWED FILE SYSTEM nd SR A E A A A A ES Li a 75 TRANSFERRING FILES MARKED FOR TRANSFER cccscccccccccccccsscsssseseecccscccssccuccsssesescesssssssucususeseseesesssseseucuuuseceecessessssseusuueaeeceseesseseas 75 CREATINGA REFERENCE COPY RE ESE AAA AAA GARE 71 OPENING A EON BD RIE E EE AA AA A A EE 78 RE REDACTING ELO SEDE A AE AA AE NAAA A ds 78 EDIT REASONS WITHDRAWN us 78
14. a temporary directory and select setup During the install process the following message is likely to appear Version Conflict A file being copied is not newer than the file currently on your system It is recommended that you keep your existing file Filename c WINNT system32 imgthumb ocx Description Thumbnail control Your Version 5 02134 1 Do you want to keep this file Yes No No to All You should answer Yes Step 3 Create a Desktop icon for APT by right clicking the mouse anywhere o the desktop Select New gt Shortcut For the filed for the Location of the Item Browse to find c program Files Archival Processing Tool APT EXE Select OK Select a title for the Program Replace APT EXE with Archival Processing Tool Select Finish Storage Management Record series are stored accessed from different storage devices or different areas of the same storage device depending on their stage of processing Similarly decisions must be made as to where databases such as the Accession Register and Archival Catalog will be stored It is assumed that the APT ADT Accession Register and Archival Catalog and WIP are stored on the C drive In Windows Explorer create five subdirectories on the C Drive e Accessioned e Work Area e Holdings e Reference e Library 00 00 Copy the table storage management mdb into the directory C Microsoft Office Tools Office Highlight that file name and double click on it You will
15. and 4 tests of the content and layout of a text file and 5 tests of file extensions and file context The file identifier first checks to see if the file is empty or if the file property indicates that it is a directory file for a shortcut LNK file The magic number test checks the file to see if the data is in particular fixed formats For example DOS 16 bit executable files are binary files have the magic number 4D5Ah MZ stored in the first two bytes of the file that tells DOS operating system that this is a binary executable file The following figure shows the first 176 bytes of a DOS 16 bit executable file h Se ieee eee Aes ee eee ae i a Ds eee eg A es eee ieee Met Sees Additional tests are performed to determine the type of executable e g types of self extracting archive files The character set texts determine whether a file consists of US ASCII IBM DOS extended ASCII or Windows ANSI 1251 character sets If they do the file is a text file Additional tests are performed to determine the kinds of terms occurring in the text file These tests determine such file types as DOS Batch Command Text File Quick Basic Program Text or dBase Program Text Having identified as many files as possible by file properties magic numbers file patterns character sets content and form of text files one finally checks the file extension and context of the file to determine the file type If a file tyoe cannot be determin
16. and Status Archival Processing Tool APT and Archival Description Tool Most of the archival processing functions have been integrated into the Archival Processing Tool SccessOr Work Register Schedule Archival Archival Processing Description Exploring a File System Introduction When working with the Archival Processing Tool there are a few operations that you will perform regardless of whether you are filtering arranging reviewing or describing file systems Here are the operations you will perform frequently You will open a file system to perform every APT activity File systems are directories or TAR files containing files you will process You will also view and individual file s properties File properties give you information about the date the file was created and the type of file it is document spreadsheet email etc While you may not examine every record s properties it will be important to know how to do so You will frequently open and view files You will close a file system in order to open another file system You will choose an APT activity These activities are Explore Filtering Arrangement and Review You will save the results of your work by saving a file system as a JAR file Opening a File System One selects the file system to be processed by opening it There are two ways to open a file system When the APT software is started the first dialogue box prompts you to begin wo
17. because this is the name associated with a file by the File Type Identifier Associate Archive File Type with Extractor Archive File types e g Zip Zip self extracting ARC must be associated with a program that can extract the contents of an archive of each type that the APT file type identifier recognizes From the Options pull down menu select Assoc File Type with extractor The following dialog box will be displayed h w Assoc Filel ype with Extractor 4 iol xj File Type AAC Archive AAC Self estracting Archive ARJ Archive ARJ Sel extracting Archive Hyper Archive 7 Hyper Self extracting Archive Edit LARC Self extracting Archive LARC Self estractng Compressed Archive LHA Archive emare LHA Self estracting Archive LHare Self extracting Archive File type details Defined By APT FileType ARC Archive Group Archive Extensions arc MIME application arc Extractor Lo WAC WACEXE W The dialog box displays the archive file types that are recognized by the APT This is about 13 different archive types plus their self extracting versions This dialog box shows the name of the File Type possible filename extensions a MIME Type the path to the program file that can perform the extraction and any parameters that might be needed e g X indicating that the program should extract files from the archives The associations are all predefined but in case the extractor is not available say due
18. configured to view Unknown file types as Text the file ASHLAND PLN from the PC Files Test Suite would be displayed as follows k ASHSALES PLN Quick View Plus a O x File Edit View Document Go Window Help j Da S J8 ASo2S BB A WPC Standard Printert ESSTANDARD PRSx Unknown ASCII The contents of ASHSALES PLN Z It is displayed in this form because Quick View Plus can was configured to view file types that are Unknown as Text This view of the file is not very informative However the abbreviation WPC at the beginning indicates that the file was produced by a product of WordPerfect Corporation However by selecting View gt View as gt Hexadecimal you can change the view to Hexadecimal amp ASHSALES PLH Quick View Plus File Edit Yiew Document Go Window Help Sail ls Hoe de A1922 BEB E s Status Bar File Havigatar Refresh File Navigator Unknown ASE Test Encoding ow Text Hexadecimal Options Configure Quick View Plus rt E STANDARD PRSx The figure below shows the ASHLAND PLN file represented in Hexadecimal notation ASHSALES PLN Quick View Plus lt lt Ioj x File Edit View Go Window Help HAHA FF 57 58 43 i 66 BH BH H HA BS BA Ba AH HA AA MPa a a 46140 41 8H 44 HA 13 BH 64 AB 82 66 12 BH ZE 20 24 BA wwe ee lt lt 5 HH 48240 Be BH HH BH AH HH 20 8A HH 66 HH HH 0 WH 13 BA wwe 003 EE BB 53 74 61 GE 64 61 72 64 20 56 V2 69
19. eS Select the Archival Processing Tool Select Accession from the Activity pull down menu Select Create Working Copy from the File pull down menu Copy the containers associated with the assigned work into the Work Area subdirectory labeled with the Archivists Name The archivist is now ready to process the contents of the containers This consists of preservation arrangement and review In addition they may need to filter operating system and software applications from the file system in the container After each step of work the archivist saves their work back to the work area and records the status of their work in the Work In Process file EA Microsoft Excel Work In Procezs xls 687 File Edit wiew Insert Format Tools Data Window Help D eh 4ay BBS o o H22 2003 1 2003 1 2003 1 2003 1 HEN 2003 0001 011 2 tar 2003 0001 0113 tar 20053 0001 00 22 tar 2003 0001 00 274 tar WEU WEU WEU WEU CA E f S a 2 Arial A A E E E A AC NA TaskID Accession Number Container Name Archivist Date Assigned Status PARD Date Completed Comments a2202003 0 20 2005 5 20 2003 02202003 2 tw lle lx lel aie Filtering a File System Introduction This activity involves separating the files of a DOS or Windows file system into user created files and system and software application program files A file filter is a pattern that is matched against files A blocking filter
20. famiy like and hard work of Irish Americans Their legendary sense of humor and resolve are an example to us all Barbary joins me m commending all of you on keeping alive the joyous spirit of ot Patrick s Day May God bless you George Bush bo F Mara cn The conkenke nf Bansan And dee E i ln ie SU MES LE IC E To open it Step 1 Highlight the file name by clicking on it once Step 2 From the main review menu select Action gt Open k File Activity View Access Options Help Counsel Lee Liberman Property AS Path Bush Public Papers PS0 89030601 doc Doug wead eo oe a ee Last Modified 7 93 9002 3 16 20 PM ue File Type WordPerfect 5 0 Document A T SHA Digest 114034E 8640520494021 9951 40F9B5SC546987F3 Access Open 230 1 400 doc 03030906 doc The check in the box preceding the file name indicates that the file has been reviewed The green document icon indicates that the file has been opened i e there are no access restrictions Close File If there are FOIA exemptions PRA restrictions or donor restrictions on the release of information in a record user access to the record may be denied by withdrawing or closing the record Suppose you selected and viewed the file with filename Leighton doc Archival Processing Tool C Program Fi File Activity View Access Options Help EN de i a Review Activity OG Counsel Lee Liberman E OE WD Washington Files COE Re Ol T
21. is a filter in which files that match the pattern are blocked from passing through the filter The filtering activity sorts the files in a file system into two sets The files that match the pattern are said to be blocked The other set is said to be passed A useful analogy to help understand filtering is a coffee filter A coffee filter blocks the grounds from passing through the filter and allows the coffee infusion to pass through resulting in an enjoyable cup of coffee It blocks what you do not want the coffee grounds and allows to pass what you do want the coffee brew After you filter a file system there will be some files you want to keep for further processing and some files you may no longer need At this point you will transfer the files you do not want to keep A record series or file system of records transferred to a central archives should contain only records created in the process of carrying out primary business activities There are exceptional circumstances in which file systems are transferred that include operating system and or application software files If you are reasonably sure that the record series transferred contains only records there is not need to perform the filtering activity The Filtering Menu There are six pull down menus available from the main Filtering menu Archival Processing Tool C Program File Activity View Filter Options Help al k lf Filtering Activity 3 PC Files Test Suite
22. not be checked 4 New Views have a status bar should be checked In Quick View Plus View Options Display 1 View Unknown files as should have either Text or Hexadecimal checked 2 Character Set for Text Files should have either ASCII 7 bit or DOS Latin checked Viewing Document Files Quick View Plus provides different options for different classes of file types For document word processing files Quick View Plus provides the capability to View a document is three modes Draft Normal or Preview The default is preview which corresponds to what you would expect to be printed It includes line wrapping columns and page margins all fonts character formatting paragraph alignment spacing tabs and embedded objects headers footers and annotation 2 9021400 doc Quick View Plus File Edit View Document So Window Help Letter t FontSie sional Leaders Transmitting the Report on Internat View t eements feorvary Size Dear Mr Speaker Dear Mr Chairman Pursuant to section 708 of Public Law 95 426 1 U S C 11hfh 1 I transmit herewith a report prepared by the Department of State concerning international agreements Sincerely George Bush Hote Identical letters were sent to Jom Wright Speaker of the House of Representatives and Claiborne Pell chairman of the Senate Foreign Relations Committee The page size options are Full Size Fit to Window and Fit to Window Width The default is Full Size Either F
23. should indicate the Document Type by selecting the downward arrowhead to the right of the Document Type field and then selecting the document type from that list If document type of this document is not in the list cancel the closure information box and select Options gt Edit Document Type List and add the needed document type to the list Then restart the process of closing the document You can copy information such as correspondent s name or title and chronological date from the document by highlighting information in the document and selecting Edit gt Copy from the Quick View Plus Menu bar Then place the cursor in the field in which you want to paste the information Right click the right mouse button and select Paste If you do not know the chronological date enter n d in this field indicating not dated no quotes O Oo Leighton doc Quick View Plus a E 0 x File Edit View Document Go Window Help THE WHITE HOUSE WASHINGTOH HEMORANDUM FOR THE PRESIDENT FROM C BOYDEN GRAY COUNSEL TO THE PRESIDENT SUBJECT Nomination of Ronald B Leighton to be United States District Judge for the Western District of Washington The Attorney General Samuel E Skinner Nicholas E Calio Boyden Gray and Constance Horner recommend that you nominate Ronald E Leighton to be United States District Judge for the Western District of Washington Since 1976 Mr Leighton has been affiliated with the law firm of Gord
24. the left windowpane A dialog box will pop up that shows the properties of the file Add to OSApp Hash Code Filter x SHAA 71579524EA710F4CEA1609CA11D42AF22EBE7BEE Filename Cn Length 22666 File Type DOS 16 bit Compact Executable Ashton Tate DOS dBASE 1114 Runtime Pseudo Compiler Comment The dialog box shows some properties of this file The SHA 1 hash code of the selected file its file name length and file type Step 3 One should enter in the comments field other information that can be inferred about the file the manufacturer Ashton Tate operating system DOS because it s a DOS compact executable product name dBase because its in a dBase directory with other dBase executable programs product version lll and file function Runtime Pseudo Compiler Step 4 If one selects the add button then that the hash code of that file and the information in the dialog box will be added to the OS App Hash Code filter If one picks cancel the file will be moved to the left pane but it will not be added to the OS App Hash Code filter A Filtered Filter Manually C Program Files Archival Processing Tool PC Files Ti View Help Blocked Files Passed Files fa FileT ypes l fi DOS 16 bit Compact Executable y 117 s PC Files Test Suite s PC Files Test Suite DBASEIII ARCHIVE E in COM 8 FOXPRO E FOXSWAP COM s DOS6 Ej KEYB COM s DOS Ej DISKCOMP COM Ej DOSSHELL GRB Ej GRAP
25. to becoming obsolete one can edit the path to the extractor Associating a File Type with a Repair Utility To be implemented Associating a File Type with a Conversion Utility To be implemented Closing a File System Closing a file system is very simple To close a file system Step 1 From the main pull down menu select File gt Close The file system you had open will close Step 2 Exit the APT or open a different file system Choosing a Processing Activity There are two ways to choose a processing activity h Using the pull down menu Step 1 From the main pull down menu select Activity The eight activities of the APT appear on the menu Archival Processing Tool C 4 File Activin View Acton Option w Explore Accession Filtering Arrangement Preservation Review Description Access Holdings 7p AAA Step 2 Select the activity you want to perform Notice the dialogue box and menus change slightly according to which activity you choose OR Step 1 With one mouse click select the activity you want to perform from the Activity Toolbar Below the main pull down menu you will notice a row of buttons with various images or icons This is referred to as the toolbar The functions available on the toolbar are also available on the pull down menu As the toolbar requires just one click it is slightly quicker than selecting an item on the menu bar and then selecting an item from the pull down menu
26. to be redacted lift your finger The text will have a dark box over it Step 6 From the Word toolbar select the button corresponding to the exemption that applies to the text The highlighted text is replaced with the reason for redaction and a series of dots The reason for redaction plus the number of dots equals the number of characters redacted Step 7 To add additional exemptions such as b 3 and b 6 select some of the dots behind the first exemption and select the next exemption button Step 8 If you make a mistake you can use the UNDO redaction button in the Word document This will restore the last redaction to the original text If two or more exemptions have been inserted in the same place use the Undo 2 button to remove the second and subsequent redactions then use the UNDO redaction button to undo the last one In the Review Activity window you will see two files with the same name except one has the original file format as its extension The other has rdt The one with the original file format is blue indicating redaction The one ending in rdt is red indicating this text has been redaction and access to it has been closed Marking for Transfer Upon reviewing a file an archivist might determine that the file needs to be transferred to some other collection For instance a copyrighted software application might need to be transferred to the library or a system or software appli
27. we in Microsoft office Access and will be the table storage management Double click on it and you will see a data table similar to the following Metadata and Record Series Storage Containers Transferred to Presidential Library A D Accessioned Containers C Accessioned Working Storage C Work Area Containers of Processed Record Series C Holdings Containers of Files Transferred out of File C Library Systems Reference Copies C Reference You may change the Storage Devices and folder titles at this time or at a future date Quick View Plus The APT uses the Quick View Plus version 7 0 set of Viewers Follow the instructions for installing Quick View Plus Password Recovery Software Access Data Software to Decrypt Password Encrypted Files Software to Erase Temporary and Deleted Files File slack space In FAT and FAT32 file systems files are stored in clusters If a file does not entirely take up a cluster there is slack space in the cluster at the end of the file One of Windows largest security problems is it s swapping of memory to a swap or paging file on the hard drive In Windows 2000 temporary files are stored in C TEMP The disk cleaning process should overwrite the data to the criteria in the DoD 5220 22 M disk sanitizing standard From Explorer highlight local disk C Right click mouse select Properties select Disk Cleanup Eraser 5 3 Free Secure Erase 00 Informatik Image
28. window of the APT The Archival Register the Inventory of Transferred File Systems and the APT Window can be tiled or cascaded so that they can be seen at the same time or so that it is easy to go from one to the other One does this by placing the mouse pointer on the status bar at the bottom of the desktop pressing the right mouse button and selecting one of the options Cascade Windows Tile Windows Horizontally or Tile Windows Vertically For instance the Figure below shows the APT and Accession Register Windows Tiled Horizontally lo x File Activity View amen Help E hf Eal Explore Actrvity E 9027 400 doc 2322002 3 07 26 PM 1546 E 89030906 doc 2322002 3 16 58 PM 2240 A Encrypted WPS doc 10 24 2002 9 25 58 Phi O Microsoft Access Accession i E File Edit View Insert Format Records Tools Window Help BUSH PRESIDENTIAL LIBRARY ACCESSION REGISTER Accession Number 2003 0001 Accretion Number PO Date of Receipt 5 6 1996 Date Logged In 5 5 2003 Logged By Wiliam A Haris y Donor Information Record 14 4 1 r r of 2 Form View Ppa Click here to beain APT User M Te Archival Pro El ccession R Accession R PENE E gt 6 46 PM You can also switch between open windows by clicking on the window s button on the task bar shown at the bottom of the screen You can also switch to the last open window by pressing Alt Tab To determine the Inclusive Dates of files in the f
29. you come back use the filter that you saved your work to Filter on either OS App Hash code or OS App Hash Code and File type and you will be put into the same state as when you had to stop your work previously Transferring the Blocked OS App Files When all that remains in the right windowpane are user created files you should select the Transfer button below the left windowpane The system and software application files will be saved in a package and the Blocked File System will be closed You will be returned to the Main APT window with the file system that was last displayed in the right windowpane displayed in the left panel Saving your work After filtering the file system and transferring files you do not want you should save the remaining passed files Step 1 From the main menu of the filtering activity window select File gt Save As Step 2 In the File name field enter the name you would like to call the file system Click save You will use this file system in future activities such as Review and Description Be sure to note where you store it Saving a Filter If you have added OS App Codes to the Filter you need to save the filter Select Filter gt Save As In the next section you will learn how filtering a filing system using the OS APP Hash Codes Filter can reduce the manual effort required to filter operating system and application software from file systems Filter on OS App Hash Code Suppose
30. B MS DOS 6 E NETWORKS THT E PACKING LST E README TT pe El MEMMAKER HLP You can double click on each of these files to view their contents The CONFIG DB files are text files used to configure the DBASEIII database management system README TXT files are commonly installation information or information that was not included in the User Manuals The files with BAS extensions are BASIC programs often games supplied with the operating system Manually Filtering the Files Passed through the OS APP Hash Code Filter The Passed files should be examined manually as described in the section Filter Manually e View the file types of passed files e View the individual files e Move operating system and application software files to left windowpane e Add them to the OS App Filter e Continue this process until all that remains in the right window pane are files that users created used or received in carrying out their primary business responsibilities e Transfer the blocked files out of the current file system and save them in a TAR file in the Library directory e Save the passed files in the Work in Process directory e Save the updated OS App Hash Code Filter Filter on File Type There are some file types that will never be created by a user in carrying out their primary business responsibilities unless they are a programmer These are files that are used by an operating system or software application Examples are font f
31. Cancel An alternative way to view a file s properties is to highlight the file name right click on the mouse and select properties The File properties of a file that has been closed include the reasons for withdrawal and closure information File Properties A Ioj x Edit QuickView Help Fath Counsel Lee Liberman D Washington Files Leighton da Original Path FileType WordPerfect Document Length 3314 Last Modified 2771999 10 36 56 4M SHA 1 FoEBIIC Mab Sr 22E 24140 207520546 3001F rA 7E ACCets Counsel Lee Liberman D Washington Piles Leighton do Reasons la 5 Closure Informatico Document Type memo Conrespondent s Subject or Title Nomination Chronological Date 04 27 99 A Archivist s Initials weu Date of withdrawal fi 170972002 Saving a Reviewed File System Often you will not be able to review an entire file system in a single session with the APT You can save your partial results by selecting File gt Save Moreover it is recommended that you periodically save your work in case there is a system failure that might cause you to lose your work In particular the APT is a prototype archival tool not a software product It is likely to continue to undergo revisions and debugging and software quality is not that of a robust product Transferring Files Marked For Transfer When a file is reviewed if it is contained in a folder the box in front of the
32. E A E EE E EENE E N EA A A EEE EE da 90 WRITTEN AS A PART OF THIS GOVERNMENT SPONSORED PROJECT sssscccccccssseeccsccsesscccecceesseeccsseueeecesssseusseesesseuseesesssueaeecesssueuseesees 90 PTR Wy eae ee pag tthe NA a 91 SHAREWARE suda IA TEA AAA A au nase oils E Ia 91 APP A II A PI O A e e aNAT ROS COE AANA Ee CS Poe 91 OPERATING SYSTEM SOFTWARE AEE ENE A ETE ENEA ETE o 91 GLOSSAR Via i A AA A a 92 APPENDIX A APT ERROR MESSAGES ccssschisesiscsissduscinesiacestssidescccdeussdatdesosacedocesevasbesecesssasssvauedsunsseuwssencand nsesteseniseaneosncaiaussbesssinidens 94 APPENDIX B FILE TYPES OF OPERATING SYSTEM APPLICATION SOFTWARE ccscssssscssssecsssscsscssesscseoseeees 96 NEEDED MODIFICATIONS TO APT USER MANUA LDisusssip ie AAR 98 Introduction The Archival Processing Tool APT is a prototype software tool designed to support archivists in processing file systems containing digital records The APT supports filtering arrangement preservation review and description of record series The APT prototype also interfaces to modules for accessioning record series scheduling work and reporting work status The APT is one component of PERPOS or the Presidential Electronic Records Pilot Operating System PERPOS is a research initiative sponsored by the National Archives and Records Administration and lead by the Georgia Tech Research Institute The objective of the PERPOS project is to support archivists in gaining in
33. EDIT DOCUMENT LYPE ES TN A A A ASA AN a 78 DESCRIBING A ETLESYS TENE ai AA AA SAA AAA AAA AS 79 ACCESS ARCHTVAL O OEDIN EOS as 84 ACCESSING RECORD SERIES IN ARCHIVAL HOLDINGS sii A AA AA A AAA AAA AA 85 COPY RECORD SERIES TO WORK AREA FOR PRESERVATION OR REVIEW ccccccesssssssssceccccsccseseusessssesceccsssesseeeususseseeesccscssssuueueessseeeeess 85 MOVE RECORD SERIES FROM WORK AREA BACK TO ARCHIVAL HOLDINGS ccesscecccccseseeccccccssescccecceusecccseuueseeccsssueeesecsssseuseesess 85 CREATING REFERENCE COPIES FOR PUBLIC ACCES Std SATA AAA AAA AAA AAA 85 INSTALLING THE APT AND CONFIGURING RESOURCES eeesooososessesocoosoosoosossssocoesosoossssesosooseosoosessesocoosoossosesosocosososssssssosoo 87 WINDOWS OOO ab 87 MICRO SO Gk 5 Gl EM eRe ae tm AE ne E A a a a 87 ANTIVIRUS SOFTWARE S e AOS SEIS FS i Raia NN ae 87 WANZIP AND OTHER ARE V ERS crises tuces conresias en ASA A AA A RS A AE 87 INSTA LENG THRA ol too TAA RET ITT Te MeN MSE TET a He TTT Cr RASA AO ada 88 STORAGE MANAGEMENT ata AA AS AAN AA ALA A Es 88 QUIER VIEW PL Sl A E AEE a ts AE RE ERS ETRE 89 PASS WORD RECOVERY SOFTWARE adas 89 SOFTWARE TO ERASE TEMPORARY AND DELETED FILES a A A a 89 INFORMATIK IMAGE DRIVER A A AA idas 90 A A A O Ae UE ERE ET CNT AA TCE TERN OTe SCOOTER Une A TORE RNIN EA a VOTE Te CI aaa eee eT 90 TUTORIAL E DES aati n da nates edbesa tsa a Gassae aa Gots A E R a a a e a N 90 IGE REPAIR TOO ES E RN A ER A A E TT E AAA 90 TEC DaI D E
34. F A 4H 4E HH V8 66 78 66 78 66 AA BH Ai cee eM A cen Hit 00 BH HH 66 HH F4 Hi 55 SE F4 Bi 78 BH i4 1E AG a 4158 17 amp C BA BB HH 66 B4 ii 448 C 4H 37 CF Ai HA Ai Cunas Hich 46 FF FF FF FF FF FF FF HiDG FE FF FF FF FF FF FF FF 1EH FF FF FF FF FF ii 68 43 HiF 30 26 58 69 74 63 68 Ba 0204 09 F8 HO 8E 808 BH Hg AB FF FF FF FF FF FF FF FF acccescstccenace FF FF FF FF FF FF FF FF iwi ee eee eee 6F 75 72 69 65 72 20 31 Courier 1 43 6H 1E HH HH BC 6H Ba O Pitch 66 SE 86 66 10 00 BB 8B P ot ttt t ttt tt ttt tt ttt tt tt bt tt Pa cc pr Gy pl a izn n zn n izn n izn en en en en 42148 26 8H HE HA HH 8E 21 AB BF 66 44 HH AD 66 H2 HA iaa 42240 66 HH Hi 46 8H BH Al Ba HH EW 3F 65 HH 14 BH BA T CA da 42348 04 BH 44 BA 44 BH H4 AB 66 66 4H 66 60 AH BB A eee eee eee ke 4 A Start mii F En fa APT User Manualer 2 ty Archival Processing Tool The column at the right shows the text corresponding to the hexadecimal representation of the contents of the file By scrolling through the rest of the file one can see that the file seems to contain a 1988 Advertising and Sales Report for Ashton Tours and Travel New York Office The point is that there may be user created files that cannot be recognized by Quick View Plus and that it cannot display properly However it has two other views that can give you some information ab
35. FB1907BD5FF572E885454133195E2F8DB 447 E 69020100 doc 9900601 doc 29030103 doc README CH 03021 400 doc 1 63030906 doc Step 2 From the review menu bar select Action gt Transfer Archival Processing Tool C Program Files Archival Processing Tool Sample PresidentiafK File Activity View Action Options Help 4l hf B a Review Activity Value Path Bush Public Papers PSO AREADME CNY Last Modified 11 10 2002 6 04 48 Ph File Type ASCII bit Text 89020100 doc 5H4 Digezst OB FE 1907 BOS FFO72EB854541 33106 2F8DB 447 89030601 doc Access Transfer 63030906 doc The checkmark preceding the filename indicates that the file has been reviewed The document icon painted gray indicates that the file has been marked for transfer The access property of this file shown in the right windowpane also indicates that the file has been marked for transfer Viewing File Properties If you highlight a filename and select from the Menu bar View gt Properties you will see whether there are access restrictions in the file s properties The value of the Access Properties of a File that has been opened is Open File Properties Ioj x Edit 9 QuickView Help Fath Bush Public Papers PSO 839030607 doc Original Path FileType WordPerfect Document Length aS Last Modified 7 23 2002 3 16 20 PM SHA 1 114034 sb4C52C 484021 9351 C46F SB SC546987F 3 ACCESS Bush Public Papers P50 89030601 doc OF
36. FILTERING A IA TO 30 INTRODUCTION 200 SAA ASA AAA AA AA A 30 TAR EITC MENTA A E AN A NENA A aos 30 EHLTERMANUA E V save heise EE E a ad E 31 Creating an OS APP Hash Code TE TI ciao Ria 31 Unknown File Types a A Darts A A E O E 35 Cancel siidine a a a a a t a Meindl a a a a a a a a r 35 Transferring the Blocked OS App IE ia 36 SAVE YOUN WOT Ie ES AAA Ga A A A AAA decai 36 SAVM E AFEN A O O TS 36 FIETER ONOS APP HASH CODEN ER A AAA A ES 36 TOTES IA ell ache PE PEO o IDEN 36 View OS App Hash Code Ut a A aa ia Ni RA loli 37 ENTE OOM OC ADO AS COLE A A Aaa 38 Viewing Types of Bloeked Files a A es 39 Manually Filtering the Files Passed through the OS APP Hash Code Filter cccccccccccccccccccccesessnsscececeeeceeessesessaeneeeeeeeeesnssesesnaaaeees 40 FETTER ON oT PE e sete alae ec chee alps te no x E E E nO a ee lag el ae es 41 DEemea Tale Tp dra 44 VI EN Y AMO A PA E A E EE E A E E E E E Ula A teehee a 44 Manually Filtering the Files Passed through the File Type Filtet sita ias AER CESA AAA EA AAA A AAA A AENA 45 FILTER ON OS APP HASH CODE AND FILE TYPE vce iid ee ln receia ad niet Ree A ea A wes 45 Define OS App Hash Code amp File IV POLI A AAA AA AAA A 46 Filter on OS App Hash Code amp File TD dic 46 Manually Filtering the Files Passed through the OS App Hash Code File Type Filter ooooonccinnnnnononnonnnnnn nono cnnnnnnnnrr no rnnnnoss 47 PUBS GWE Nido A NAAA aa 47 PRESERVING DIGITAL FILES v aa A ESOS 48 EXTRACT ARCHIVE Dts
37. FOXBASE eE CGM H E HG3 BO HG2 4 3 CREATIVE VOICE ED PARADOS E WORD2 0 L a AMIT eE sl Time to Filter 85 004 sec Cancel Note that this combination filter blocks more than either filter would individually block Manually Filtering the Files Passed through the OS App Hash Code File Type Filter The Passed files should be examined manually as described in the section Filter Manually View the file types of passed files View the individual files Move operating system and application software files to left windowpane You will be prompted as to whether you want to add the hash code of the moved file to the OS App Hash Code Filter which also includes File types Continue this process until all that remains in the right windowpane are files that users created used or received in carrying out their primary business responsibilities Transfer the blocked files out of the current file system and save them in a TAR file in the Library directory Save the passed files in the Work in Process directory Save the OS App Hash Code amp File Type Filter As a result of experiments with the different kinds of filter it is concluded that this is the best kind of filter to use in separating operating system and application software files from user created files As one filters additional file systems the OS App hash code part of the filter increases in size until almost all of the passed files are only user create
38. Files User created files must be extracted from archive files e g PKZIP ARC and ARJ files in order to be viewed Quick View Plus supports extracting files from Zip ARC ARJ and LHA files However Quick View Plus cannot extract other types of archive files including self extracting archive files All archive files should be extracted using the following procedure The file system containing the archive file must be loaded into the APT Step 1 Select Preservation from the Activity pull down menu Step 2 Highlight the archive file from which files should be extracted Step 3 Select Extract from the File Pull down menu Archival Processing Tool C Program Files Archival Processing Tool PC Files Test Suite File Activity View Options Help Open Ctrl 0 Close Gave Save Ag Extract Make File Copy Replace File E sit h E ARAJ SEX Executable h E BSA SEX Executable h E larc SFs Executable Hf LHA SFs Executable A dialog box will be displayed that indicates whether the extraction can be performed and if so that shows the filenames of the extracted files w Replace Archive Ioj x Extraction Message a 0 00 BRBBBBBO OBBBBBBBO O 00000000 OD0D000000 Slovak Antivirus Center FTP Anp comments please send hubak elf stuba sk unzipping LAHE COM unzipping LAHE DOC You will be prompted as to whether you want to replace the archive
39. GE 74 Standard Print 4644 65 72 HH 74 2C 26 45 Bu 3D 66 HH HH HH AH AA aa OMG Eran 46540 66 6H 4H 66 46 60 BA 53 54 41 4E 44 41 52 44 2E_ STANDARD HHn 56 52 53 BB DE Bi 78 AB 14 iE AC 17 8C BA BB HA AAA AA Haye HH 44 11 46 C BH BY CF Hi BH Hi HH HH AH AA HA E ee ee TE Haga 66 6H 06 66 18 BS EF AB 09H HH BH HH BH AH 66 An aa HBA 66 6H 66 66 HH B6 66 AB HHBH 46 8H 4H BH 608 B6 HO AB BACH 46 BA HH BH AH HH H0 Ba HADA 66 6H 66 66 4H 66 606 AB AHER 00 Ba HH BH AH 66 aa Ba HAFA 66 6H 66 66 60 66 608 AB 0104 HH 8H 4H 66 AA HH HH AB Aiit 46 BH HH BH AH 66 aa aa 81240 14 BA 65 BB 9H 33 DH 27 41348 46 BH HH BH AH 66 Aa Ba 41448 66 6H 44 66 HH 66 66 AB 81548 46 BH 60 7968 33 D8 27 Bi nib 46 8H 4H 66 HH 66 H H 4178 46 6H 44 66 HH HH 66 AB 668 66 H 66 608 AH BB A eee eee ee HH 66 HH 66 HO HA BA Be eee eee eee 66 66 4H 66 HH AH BB BA 668 66 HH 66 BH BH BB BA HH 66 HH 66 BH HA BA Be eee eee eee 66 66 4H 66 66 AH BB BA Ba 66 HH 66 BH AA BA BW 668 66 66 66 BH AH BB A eee eee eee 668 66 HH HH HA AH BB BLL eee HH 66 WH HA WA 13 AZ 6B wwe eee eee eee k 515 A E deve 668 66 HH 66 BH HA BA Be eee eee eee 66 66 4H 66 608 AH BB A eee eee eee HH BH HH 66 HH 66 AR aa AD A 68 66 HH 66 BH A BA A eee eee 66 66 4H 66 608 AH BB BA 012804 HH 4H 66 61 AH BB HA AS 482 12 HH 6B BH 56 BB AB k U 8198 66 FF F
40. HICS COM Ej TREE COM s B VSAFE COM E BASIC 6 5 DBASEIII Ej ADDUSER COM Ej DBL COM E INSTALLH SG3 Ej NLOD COM Ej SIGNON COM S OPRD1 0D0S E EP2GEM COM Time to Filter O sec Transfer Blocked Files Cancel The remaining DOS Compact Executable Files should be viewed moved to the file system in the left windowpane described and included in the OS APP Hash Code filter You can scroll through the remaining file types and view them one at a time viewing them and deciding whether they are user created files or OS Application files and separating those that are OS Application files from the user created files In any case always return to view All File Types in the Passed Files to ensure that those files that remain are only user created files Unknown File Types To be written Cancel If at any time you select the Cancel button in the lower right hand corner of the Window you will be asked whether you want to save the OS App hash codes added during this session If you say yes any OS APPs you added to the filter will be removed and you will be returned to the main filtering activity window with the original file system loaded Suppose you are working with a large file system You could be filtering using any of the methods Suppose you have only partially reviewed the passed files and need to stop Should you save the blocked files and the passed files There is no need to Just be sure to save the Filter When
41. RESMA TACOMA WASHINGTON 9840 1 January 9 1891 The President of the United States The White House Washington DE 20300 Dear Mr President Although intend to continue to render judicial service just as have in ihe past amoariting lo you as the President to enable you by and with the Step 8 When all the text that has access restrictions has been redacted and annotated with rubber stamps select Save on the File pull down menu Step 9 Exit the Image Redactor by selecting the close button X at the upper right of the window or Exit from the File pull down menu A dialog box will be displayed for entering information about the closed original of the redacted document i Closure Info a x Edit QuickView Document Type letter Corespondert s Name or Title Leighton x Subject or Title Appointment to Federal Office Chronological D ate Ovoggst Archivist s Initials BWEU Date of Withdrawal A O OF Cancel Step 10 Enter the information You should indicate the Document Type by selecting the downward arrowhead to the right of the Document Type field and then selecting the document type from that list If document type of this document is not in the list cancel the closure information box and select Options gt Edit Document Type List and add the needed document type to the list Then restart the process of closing the document You can copy information such as correspondent s na
42. The challenge is learning which button corresponds with which activity From left to right the activities are Accession Explore Filtering Arrangement Review and Description You can always confirm the activity as it is written in text to the right of the tool bar Archival Processing Tool C Program File Activity View Options Help Explore Activity Saving a File System in a TAR File After filtering arranging or describing a file system you will save the results of your work Step 1 From the main menu of the filtering activity window select File gt Save As You will see a directory named Repository Open it k Save As Tar File 3 2 x Save ir E Repository e e ES EE History Reference File Systems a Transfers to Library E Weork In Process Desktop Accessioned File Systems Processed File Systems File name PC Files Test Suilltar Save az type Tar File tar Cancel atis Mo Network F A Step 2 In the File name field enter the name you would like to call the file system Click save You will use this file system in future activities Be sure to note where you store it If the file name you choose has already been used perhaps because you are storing to the same filename that you loaded the following message will be displayed Save As Tar File 5 Cu Program Piles Archiwal Processing Tool 4 4 tar already e
43. a lot of time A filter constructed from the National Software Reference Library NSRL Reference Data Set RDS version 1 1 is included with the APT It contains SHA 1 hash codes of 3 001 846 files from versions of approximately 1450 operating systems or products This filter could be used instead of the OS APP Hash Code flt The NSRL continues to add legacy and current operating and application files to the RDS so it can evolve into a valuable file system filtering resource Unfortunately it does not contain the hash codes of many of the operating system and software applications from the period of the Bush Administration 1989 1993 View OS App Hash Code Filter To view the loaded OS App Hash Code Filter select Options gt View OS APP Hash Code Filter You will see a display similar to the following N Bj 05 App Hash Code Filter i x OS 4o0 Hash Code Mame Size in Bytes El NR A AA A A A 9 266 1184BD4EC47B3939CEB203FOD646r739F 206 7254 dADIEFSB 139 FA 3BFOOC9707E06F10F14 2753601 A47BESSDEOCE1 ADE OO DBA 3BD192802DF9 CONFI256 DB Y DD BSEEDB YBS0C B TB FB 2037 CEBE1E3187C0946 CMAcceO0 5F787079E698593F54C 495564 FEEFE O G6DICE34F184984E 220 722B01C6EA5A55F 205408 37050558424975516194D98545B420FC82576691 C292712FC87F113E03EBB9FA30498162084CDB59 AC1CCOD41739299680 73858000 25981 FD31 aD 304 TOF D549E BBCS2434986B1ESB22CE1BEADTS0B 992 191 BSCABDCBADZE 25CDAB09B 4428 445E 67 998E FE hd Details File Nam
44. ainer has been Accessioned When a container associated with an accession is being processed an I will be added e g Al indicating that the container is In Process When archival processing is completed that is the files in the container have been arranged preserved reviewed and described a C will be added i e AIC indicating that processing is complete Microsoft Access Contamers Table E File Edit View Insert Format Records Tools Window Help ee E SAY s Bi s o 4 a Y wv A paa a _ Accession Number Accretion Number Container File Name _ Volume Byte Volume Files Status 2003 0001 0112 tar ba MB 1114 Files 0113 tar 12 MB 401 Files 00 22 tar 35 MB 920 Files 00274 tar 22 5 MB 656 Files Detecting Computer Viruses and Security Classified Documents in Record Series The APT prototype was developed to support the processing of sensitive but unclassified records Nevertheless the loaded records must be checked for security markings to test the assumption that the records are indeed unclassified Failing to do so can result in a security violation requiring isolation of the media on which the records are stored including record series that do not include records with security markings Records from PC file systems E mail systems and Records Management Applications should have been checked for computer viruses However electronic records accessioned must be again checked for viruses to test the assump
45. ame very popular in the late 1980 s and were often used to develop databases to support business activities The APT currently recognizes only the database formats of the dBASE and related products However there are other data base applications and file formats that are likely to occur such as Paradox Advanced Revelation and Reflex Empty Files An empty file is a file of length zero or a file containing only an end of file character It has no content This category should always be filtered on because it is a file with no content Executable Overlay and DLL An executable file is a program file in a format that a computer can directly execute Unlike source program files executable files cannot be read by humans To transform a source program file into an executable file the source program must be passed through a compiler or assembler An overlay file is a file containing additional parts of a program that is too large to fit into memory along with the main executable file A dynamic link library DLL is a collection of small programs which can be called when needed by the executable program exe that is running The advantage of DLL files is that because they do not get loaded into random access memory RAM together with the main program space is saved in RAM When and if a DLL file is called then it is loaded For example you are editing a Microsoft Word document the printer DLL file does not need to be loaded into RAM If you dec
46. anner doc OE william Kristol D Doug Wead E s Bush Public Papers E WPSO Leighton doc Quick View Plus F O x File Edit wiew Document Go Window Help THE WHITE HOUSE se VASHINCTON April 27 1992 HEMORANDOM FOR THE PRESIDENT FROM CL BOYDEN GRAY COUNSEL TO THE PRESIDENT SUBJECT Nomination of Ronald B Leighton to be United States District Judge for the Western District of Washington The Attorney General Samuel E Skinner Nicholas E Calio Boyden Gray and Constance Horner recommend that you nominate Ronald B Leighton to be United States District Judge for the Western District of Washington Since 1976 Mr Leighton has been affiliated with the law firm of Gordon Thomas Honeywell Malanca Peterson amp Daheim as an associate and then as a partner He received a B A degree cum laude 1973 from Whitworth College and a J D degree 1976 from the University of California Hastings College of Law Mr Leighton is 40 years old married has two children and resides in Tacoma Washington The American Bar Association has reviewed Mr Leighton s qualifications and found him to be qualified for this position RECOMMENDATION That you call Mr Leighton Telephone recommendation attached at Tab A That you sign the nomination at Tab E Attachments F start AJ TAMY D M7 4PT Use EJ Eudora T Archival Q Leighto e AY AEA 27 After reading the record you conclud
47. application software files user created files other archive files or a combination of these One needs to open an archive and view its contents to know whether they are dealing with OS files application files or user created files Hence one should not filter on Archive file types While most executable files are operating or software application files that are not created by users of the software applications the users of the applications may have archived some of the documents they created in a self extracting archive file A self extracting archive file is an executable program file that includes both an archive file and software to extract or unarchive the contents of the archive file The contents of a self extracting archive file can be extracted by simply executing the file When Quick View Plus or WinZip is used to open a self extracting archive they do not automatically extract the files but simply display the file names of the files Each of the files can then be selected and viewed with Quick View Plus Calendar Files PC Calendar software for scheduling appointment and meetings became very popular in the late 80 s Version 2 04 of the APT only recognizes the format of WordPerfect Office Calendar version 3 0 but calendar files created by other calendar software are likely to occur One should not filter on calendar file types Database Files PC data base management software such as Ashton Tate s dBASE lll Plus and dBASE IV bec
48. as to represent images The other method for representing graphical images is through bit maps in which the image is composed of a pattern of dots This type of file is called a raster graphics file Vector oriented images are more flexible than bit maps because they can be resized and stretched Fonts represented as vectors are called scalable fonts or outline fonts Most output devices including dot matrix printers laser printers and display monitors are raster devices plotters are the notable exception Thus most graphics objects must be translated into bit maps before being output Some of the graphics files in a file system such as icon and cursor resource files are system files Other graphics files in a file system may be user created files However it is likely that sample files provided with software applications will need to be included in OS App Hash Code filter Hence should not filter on Graphic File types Help Files Operating systems such as DOS and Windows and software applications such as WordPerfect provide online documentation through help systems These files are not user created documents and can be included in a file type filter Operating System Files Some operating system files contain device drivers system data hardware configuration and system installation information These are not user created files One can include these in a file type filter Spreadsheet Files Spreadsheet applications such as Lotus
49. ashington DC 420500 m Cear Mr President Although intend to continue to render judicial service just as have in the past am writing lo you as the President to enable you by and with the Step 5 The reason s for redaction is indicated with a rubber stamp Stamps can be selected from the Redaction pull down menu or by selecting the rubber stamp icon The paragraphs of the PRA restriction and FOIA exemptions are shown in a Reasons Withdrawn dialog box w Reasons Withdrawn National security Agency guidelinesagreements about investigations Exempted by statute Confidential commercial into Agency communications regarding litigation Personal privacy Law enforcement investigations Financial institution reports Geological info about wells Cancel Step 6 Check the restrictions that apply to the redacted text tables or figures and select OK Step 7 Place the rubber stamp near the redacted text to which they apply in the margin or in a white area above the redacted text and click the mouse button The identifier s for the restriction or exemption will be inserted at that point Be sure to select the pointer or the identifier will be inserted at each point you click the mouse button If you make a mistake click on the blocked out text or stamp and select the delete X symbol and the access restriction identifier will be removed ig Image Redactor File Edit View Page Zoom Redaction Help MOR E
50. c rrea e00 09 08 PM Reordering the Files in a Directory You can review the order of the files in the directory You will notice that they are not in ascending order of filename nor are they in ascending order of data last modified Suppose that you believe a more logical order for thee files is by ascending date last modified Select Sort gt By Date Last Modified Archival Processing Tool A File Edit Activity View Sort Options Help By Orignal Order By Date Last Modified By Fileblame E T02 400 doc Ej 89030906 doc E 89030906 doc Ej 29020100 doc E 890201 00 dor El S9030601 doc E 99030601 doc E 29030103 doe B 890301 03 doc The following screen shows the result The upward pointing arrowhead in front of Last Modified indicates that the files are in ascending order Archival Processing Tool Az File Edit Activity View Sort Options Help EN de E jee Arrangement Activity lion CA E 5 89020100 doc e 09020100 doc P24 9002 2 05 22 Phi 89027400 doc fea 2002 3 07 26 PM 89030103 doc ffs 2002 5 09 08 PM 89030601 doc Traa 2002 3 16 20 PM E 29020906 doc 2 99030906 doc ridar 2002 3 16 58 PM Alternatively you could have clicked on the column header Last Modified and the files would have been sorted in ascending order of date last modified If you click on that header now the files would be sorted in descending order of date last modified The only way to get the files back into the
51. cation file not created by an individual or office might need to be preserved in another file For example the following file in the Bush Public Paper Files is not a document created by a person using Word Perfect to create a document related to their primary business responsibilities S README CMY Quick iew Plus E ioj xj File Edit View Document Go Window Help The following file are located on the Conversion diskette ALTEHAT WPK This 18 a Keyboard Macro file which can be used with the Keyboard Layout feature to remap the functions for three keys Fl become Help F3 becomes Escape and Esc becomes Cancel CHARACTER DOC This document contains the name and character set value of each character in the WordPertect Character sets View or print this document just as you would any other WordPerfect document 7 Bit Text File The contents of README CMY It is a document that is included with a WordPerfect Installation It was not caught during filtering and needs to be transferred somewhere else perhaps to a library of software applications To mark a file for transfer Step 1 Highlight the filename file you wish to transfer Archival Processing Tool C Program Files Archival Processing Tool sample Presidentialf File Activity View Action Options Help aljak on Close Redact Path Bush Public Papers PSOSREADME CHY Pee nes Last Modified 11 10 2002 6 04 48 PM File Type ASCII bit Text SH Digest 8728
52. ce Person and Series Title The manifest can be viewed by selecting the View gt Manifest from the menu bar The following figure shows the initial entries in the PC File Test Suite that has not been filtered arranged preserved reviewed or described but has been saved as a TAR file with Manifest Manifest VYersion 1 0 Name PC Files Test Suite FileType Directory Name PC Files Test Suite ARCHIVE FileType Directory Name PC Files Test Suite ARCHIVE L4H Compressed FileType Directory Name PC Files Test Suite ARCHIVE L H Compressed wed2snd lzh SH Digest BAGADA04E3 EFC 2107 BE7BE9789199165R10B229 FileType Unknown FileType Name PC Files Test Suite ARCHIVE LZH Conpressed 1cspredl lzh SHA Digest TECB3FAGO3B6A7B90157C7ODEO 4CA PD19581F9853 FileType Unknown FileType Name PC Files Test Suite ARCHIVE L4H Conpressed rpmyl lzh SHA Digest 4491 3D0D8078261E7160B1C7FDECECEDBFEB3034D7 FileType Unknown FileType Name PC Files Test Suite ARCHIVE SELF EZTRACTING FileType Directory Name PC Files Test Suite ARCHIVE SELF EXTRACTING ARI SFE Executable FileType Directory Name PC Files Test Suite ARCHIVE SELF EXTRACTING ARJ SFE Fxecutable arjedla exe SHA Digest 5D3BEF164B9011F491E33DBF5314412CAC4EF3403 FileType ARJ 1 0 Self eztracting Archive Name PC Files Test Suite ARCHIVE SELF EXTRACTING ARI SFE Executablerarj201 exe Help The Help pull down menu provides you with an on line version
53. ct FOIA exemptions or Presidential Record Action PRA restrictions Archivists at the Presidential Library must accession the record series Transferred record series are loaded from storage devices such as floppy and compact disk drives or file transfer areas The transferred record series file systems are loaded into a tool called the Archival Processing Tool and browsing the records An entry is made in an accession register and the containers are associated with the accession entry and stored for further processing This process Is illustrated in the following figure The labeled circles bubbles in the figure represent activities in the process The labeled parallel lines represent kinds of information that are created and used during the process The labels on directed edges represent the kinds of information that are stored as a result of activities and subsequently used by other activities The next activity in processing accessioned electronic record series is for the Supervisory Archivist to schedule archival work This involves loading the Archival register to determine which archival accessions remain to be processed loading the current schedule or Work in Process WIP assigning work saving the schedule and notifying archivists of assigned work Archivists start work by loading the Work Schedule WIP and accession register to identify the accession and containers they are to process They copy the containers associated with
54. ctions that this menu supports Opening a file because there are no access restrictions Closing a file because there are access restrictions and Redacting a file because some of the information can be opened but parts have access restrictions From this menu you also mark a record for transfer out of the file system Archival Processing Tool C Program Files Archival File Activity View Access Options Help E laf Open Close Redact b Mark For Transfer 400 doc Options In addition to associating a specific viewer with a specific file type and modifying the list of document types this menu supports editing the list of reasons withdrawn Archival Processing Tool C Program Files Archival Process File Activity View Access Options Help EN B la Reyi assoc FileType with Viewer LILI r Modify Document Types Modify Reasons withdrawn sce LIE Counsel Lee Liber vst OS wiliam Kristol rr OG Doug Wead sce LO Bush Public Papers Reviewing a Record You can review the documents in a file system by viewing each one reading it to determine whether there are any access restrictions and then using the Action pull down menu to open close or redact the document or to transfer the document to another location e g Library It should not be possible to open close redact or transfer a document unless the file has been viewed This rule prevents accidentally taking an action on the wrong file T
55. d Domestic Policy Office of i sone Gi Executive Clerk White House Office of the i sees Gi Executive Residence white House Office of the vs i First Lady Office of the H E Intergovernmental Affairs Office of i seen Gi lssues Analysis Office of Executive Office of the President Start Date 1 20 1989 End Date 1 19 1993 10 27 2003 12 12 PM A 6 Highlight the organizational unit office name and click the left mouse button You may see a list of staff members within the office If not you can add a staff member s name and job title by highlighting the office name and clicking the right mouse button A dialog box will be displayed in which on can enter the name of the person and their title If there tenure in the office is known those dates can also be entered ey Archival Description Tool 3 Ioj x Edit View Help talek o Ei Presidential Personnel Office of i Fe fi Press Secretary Office of the i o Ei Public Affairs and Media Relations Office of Public Liaison and Intergovernmental Affairs Office o Add Person Add Series i ves fi Records Management White House Office of ff Research Office of Delete Special Activities and Initiatives Office of Elf Speechwriting Office of 10 27 2003 2 22 PM 2 Edit Froperities 7 For instance for the loaded file system the name Doug Wead Special Assistant to the President for Public Liaison is e
56. d files Epilogue A utility program is being created that reads all of the TAR files containing operating system and software application files filtered from the original files systems It creates a TAR file containing a single copy of operating system and software application files It should be reviewed to ensure that no user created files that should be preserved were incorrectly identified as operating system or software applications that do not need to be preserved Preserving Digital Files Personal Computer hardware of 10 years ago IBM AT IBM PS 2 is obsolete The operating systems DOS and Windows 3 x that operated on that hardware are also obsolete The application software Word 2 0 Lotus 1 2 3 Word Perfect 5 x dBase lll that operated on that hardware and those operating systems is also obsolete Many of those legacy software applications will not execute on current computer platforms Some of the files created by those legacy software applications will need to be migrated to current or standard forms Digital preservation involves some type of transform of an original file The initial PERPOS research was directed toward gaining archival control of records in their native formats However there are some file formats that cannot be displayed or viewed without some transformation of the original file These include archive files password encrypted files damaged or corrupted files and files lacking a viewer Extract Archived
57. d path The Review Activity Window will now show the File System with the files marked for transfer removed O N Archival Processing Tool C Program Files Ar File Activity View Action Options Help de B la Review Activity FO Counsel Lee Liberman H 063 wD Washington Files Bj Leighton doc Bj Tanner doc Fl OE william Kristol ee Olea July 1990 bo MIE EDEHOLID AY E OG Doug ead El 6 Alpha Correspondence File 2 90 t El Ray llen E MIB Anderson El Bj 83020100 doc Bj 89030601 doc Bj 23030103 doc Bj 89021400 doc Bj 89030906 doc Creating a Reference Copy The Bush Presidential Library separates closed and opened files in a record series by creating shadow folders and keeping the closed records and their shadow folders in a secure area while the opened records are kept in another The APT keeps the closed opened and redacted records in the same TAR archive file The following screen shows the contents of a reviewed file system Archival Processing Tool C Program F File Activity View Access Options Help EN y B la Review Activity E CE Counsel Lee Liberman E W D Washington Files Leighton doc B Tanner doc B Tanner doc rdt Willian Kristol MIE July 1990 MB EDEHOLID AY Doug wead B Alpha Corespondence Fi EB Ray llen Bj Anderson Bush Public Papers WwPSO Bj 83020100 doc Bj 23030601 doc Bj 29030103 doc Bj 89021400 doc Bj 23030906 doc When archival processing a
58. der If operating system and application software files need filtered out of a file system the filtering activity should be performed before arrangement The Arrangement Menu If a file system is loaded and the arrangement activity is selected seven pull down menus will be available The File Activity View Options and Help pull down menus are the same as explained in the section Exploring a File System and are the same for every activity Archival Processing Tool As File Edit Activity View Sort Options Help E 89027400 doc EY 89030906 doc Path e021 400 doc e ES PAD Last Modified fred 2002 3 07 26 PH File Type WordPerfect 6 15 2 Document SHA Digest A4E4C FEE STETOUFE 2015911 W4EAEGB1OFDE 32 BB Edit This menu allows you to create a new top level folder a new subfolder to rename a folder or to view the properties of a file or folder Archival Processing Tool As File Edit Activity View Sork Options Help Mew Top Level Folder Mew Sub Folder 29030607 doc 290308 03 doc Properties Sort This pull down menu allows you to sort the contents of a folder by date last modified file name or back into its original order Archival Processing Tool As File Edit Activity View Sort Options Help By Date Last Modified 89021400 doc By FileName 89030906 doc El 89030 01 dac El 99030103 doc Moving a File into a Folder Suppose that the loaded file system appeared as fol
59. discussed In that section Appendix B should be references Three File types of Operating system and application software are listed Perhaps in Appendix B we need to discuss why each type is not a user created file Reference or give examples from PC Files Test Suite 3 Explain the Authority for the files included in the OS APP Hash Code Filter A user manual is not going to be enough We will need a separate on line tutorial 5 Explain how to create subaccounts logon names in addition to the administrator and how this can automatically be inserted into the withdrawal information 6 Consider adding a PDF redactor 7 Explain the difference of redacted copies and the original copy The Best QVplus settings for a redacted document Image may be size fit to Window width 8 Need to install the program to completely absolutely erase deleted files o O
60. e File Activity wiew Options Help Explore Activity 5 0 PC Files Test Suite Name LastModified ire O o oo O E ARCHIVE E 89021400 doc fed a00 3 07 26 PM 1546 Ww P5IDOS E 99030906 doc fed 2002 3 16 58 PM 240 Ao REFLES A Encrypted WPS doc 1024 2002 9 25 58 Phi 0 Ed 4153 11 E WINS ES WP CAL3 0 E WP PLANNER E COMPUSERVE E 052 A LOTUS123 Wer 2 E LOTUS123 Wer 1 0 AD Dw Zora AT WPA E w P50 A ADOS B GPROW IN E FOWPRO AS FORMBASE E EMPTY DIA E DOSS E1 CGM E3 HG3 E3 HG E CREATIVE YOICE E PARADOS E WORD2 0 E WIN WRITE a ASCII bit Text EAS x E E E E E E E BB E 8 fB BB BB BB aa 1073072002 5 00 PM If you highlight a folder title the names of files and folders contained in that folder will be shown in the right windowpane The date last modified and length of the files and folders will also be shown View a File System s Properties When accessioning a file system this feature can be used to determine the size of the file system Step 1 Select the View Pull Down Menu Step 2 Select System Properties File System Properties x Total Number of Folders 161 Total Number of Files 1137 Total Number of Bytes 215873904 You will see the number of bytes the number of files and the number of folders in the loaded file system Viewing a File s Properties A file s properties include its name i
61. e DEC LOM FileType DOS 16 bit Compact Executable Comment Ashton T ate DOS dBASE lll Runtime pseudo compiler This filter contains the SHA1 hash codes of files that were moved from the right to the left pane and which were added to the OS APP Hash Code Filter It also contains the file name file length File Type and the comments entered One can edit the comments Filtering on OS App Hash Code From the Filter pull down menu select Filter On gt OS App Hash Code The file system will then be filtered using the loaded OS App Hash Code filter The blocked and passed files will appear a Help Blocked Files Passed Files E FileT ypes 226 E File Types 777 de PC Files Test Suite de PC Files Test Suite ES WIN3 11 H E ARCHIVE eE WIN eE WPSIDOS HA WP CAL3 D E REFLEX e E3 LOTUS123 Yer 2 0 H E WIN3 11 eE WPSO BE WIN3 1 4 2 FOXPRO BO WP CAL3 0 HO FOXBASE HE WP PLANNER HO HG3 EI COMPUSERVE BA WPS E3 LOTUS123 ver 2 0 eE DOS 21 LOTUS123 Ver 1 0 9 DBASEII gt B E DwW2o3 BAD Wina HE WPA eE OPROT ODOS H E WP5O eE ULTRAVISION ES ODOS BE Wina H E OPROWIN HP Laserjet Bitmapped Fonts HF FOXPRO HH OBasic HH FOXBASE HA Basica EI CGM Oo WP CAL1 O HO HG3 HO WP NOTEBOOK 2 0 eE HGZ eE WP Notebook 0 E CREATIVE VOICE nad E Time to Filter 100 052 sec Transfer Blocked Files Cancel The Blocked files field is found above the left pane These files have been f
62. e that access to the entire document must be denied because of the Presidential Record Act restriction on release of documents involving confidential advice to the President in this case a recommendation regarding a judicial nomination To close this document you must return to the main window but don t close the window that the document is displayed in because you will need information from this document in carrying out the withdrawal or closure process You can either e Click the Minimize button on the title bar of the active document to minimize the document window to a button on the Windows taskbar e Right click an empty area of the taskbar the bar that contains the Start button and appears at the bottom of the desktop Click Cascade Windows Title Windows Horizontally or Tile Windows Vertically to arrange the APT Review window and the Viewer window To close a record Step 1 Highlight the filename of the record by clicking on it once Step 2 From the main review menu select Action gt Close Archival Processing Tool C Program Files Archival Processing Tool Sample Presidential F File Activity View Access Options Help AA a a o a a Redact EEEE PERETE REEE EN A E EEEE N E A EEA ENA TERE E N E R A EEE E E E R E N ANACRE AENA E E E A A Lite e ae doc eR ALIII 10 36 56 AM ds a LIC wiliam Mark for Transfer HE Tanner doc T TE rn 06 Doug eag n DO Bush Public Papers Step 3 The Reasons Withdrawn d
63. ed by any of the above tests its file type is said to be Unknown APT Options Under the APT Options pull down menu there are the following options Display Storage Areas This option allows the archivist to see which storage areas are associated with container types or databases This association is determined at installation time and can only be changed by the system administrator Containers of Processed Record Series CA Containers of Files Transferred out of File C Transfers Systems Work in Process Work Schedule Associating a File Type with a Viewer APT uses file viewers or helper applications to interpret and display different tyoes of computer files To keep track of which helper application should be used with a file type APT maintains a mapping from file types helper applications When an archivist double clicks on a file name h APT s File Type Identifier attempts to identify the file type and if successful uses the mapping to find the appropriate viewer or helper application capable of handling that file type File viewers such as Quick View Plus are needed to view word processing documents pictures spreadsheets and databases Media players are needed to listen to sounds or play video Archive file extractors such as WinZip are needed to extract files from archive files MIME Multipurpose Internet Mail Extensions is a standardized method for naming file formats A User Agent sending email via the Interne
64. emo File 0 A WINDMODIFY ACROWORD PRG k LA A 16935 Memo File 0 PREF2U ul YWINDMODIF Y WORDACRO PRE conan FALSE cnn 20922 Memo File 0 MM PRE YYINDMODIF Y CONS WORD PRG cc PARE cn 61305 Memo File 0 PREF2O WINDMODIF Y EINDACRO PRE com PASE cc 37096 Memo File 0 9 PREFIERE j 5572 Memo File 07 RO PRE VID HYPWORD PRG AE 437 Memo File 0 MM PRE WINDBROW ERAN O 14553 Memo File 0 m22 PREF2 0 0 WINDMODIFY oO WRTFLPLN PRG E ee A 62670 Memo File 0 APRO WINDBROW KEYWORD e A E 40058 Memo File 0 T24 PREF20 0 WINDMODIFY TSTPRTCT PRG h a Ee E 4553 Memo File 0 lac 20 A WINDMODIFY DEWEY PRG de E A ee 19852 Memo File 0 AI YWINDMODIF Y BERTENTPRE ummm FALSE A 32914 Memo File 0 ET AI YWINDMODIF Y IETION PRE mmm A A A 29930 Memo File 0 28 PREF2 0 00 WINDMODIF Y FINDTYPE PRG FALSE cc 52053 Memo File Ow DBase IV or Y 2 Note that Quick View Plus does not display the values of memo fields that are associated stored in an associated memo file FOXUSER FPT Consequently the APT uses a different viewer for database files that have associated memo files that also displays the values of memo fields Viewing File Types that are Unknown to Quick View Plus While Quick View Plus can view more than 225 file types there are many that it cannot identify and for which it does not have an appropriate viewer Such file types are said to be Unknown file types Assuming that Quick View Plus has been
65. ep 1 Install WinZip Step 2 From the PERPOS portal copy the files PKUNPAK exe ARJ271 exe and laha213 exe Step 3 In C Program Files create a new folder named Archivers In his folder create three new folders named ARC ARJ and LHA Step 4 Copy PKUNPAK exe into ARC directory Step 5 Copy ARJ271 exe into ARJ directory ARJ271 exe is a self extracting archive Select this program in windows Explorer It will ask if it s OK to extract into C ARu Say yes After it has extracted the programs into c ARJ copy them into c Program Files archives and delete the CIARJ directory Step 6 Copy LHA213 exe into the LHA directory LHA213 exe is a self extracting archive Step 7 In WinZip select Options gt Configuration and select the Program Locations tab Step 8 For ARJ browse to find c Program Files archivers ARUJ arj exe Step 9 For Iha browse to find c Program FileslarchiversilARJVha exe Step 10 For ARC browse to find c Program Files archivers ARJ PKUNPAK EXE Step 11 For the location of the Virus Scanner browse to the location Step 12 For the location of the viewer browse to c program Files Quick View Plus Program qvp32 exe N 00 Installing the APT The Archival Processing Tool is provided in a zip file The readme txt file explains the contents of the zip file and the installation Step 1 Open the APT zip in WinZip Step 2 Select Install from the WinZip menu bar Alternatively Extract the zip archive into
66. er Archive Calendar Database Empty File Executable Overlay and OLL fe DOS Help Windows d s Help WordPerfect Help Operating System Spreads heet Word Processing Application Resource Word Processing Document Close Filter on File Type From the Filter pull down menu select On FileType The file system will then be filtered according to which file types you defined in the File Type Filter A screen similar to this should appear op x E z gii s Filtered on FileType C Program Files Archival Processing Tool PC Files Test si x wiew Help Blocked Files Fassed Files A FileT ypes E0 A FileT ypes 843 e WIN3 11 e Windows Metafile i h E tab separated values E PAINTBRUSH h E DIF h E comma separated values i h E dbase ex Oo FOXBASE h E test dbf ED WPS Oo AREY H E DOS h E HP Laserjet Bitmapped Fonts HEI AMIPRO BE QBasic E DBASEIII h E Basica ED wind a ED WP CALIDO E Win NT Installation Information h E wP CAL2 0 dE Win 95 Installation Information h E WP NOTEBOOK 2 0 H E Empty File h E WP Notebook1 0 E 052 DCA IRMA H E IGES HO MS DOS 7 BE wel Document Eo PC DOS 5 h E WORDE O Oo MS DOS E h E Fixed Field Length h E rm BO 052 004 RMA HOO MS DOS 7 Oo MS DOS E Time to Filter 62 315 sec Transter Blocked Files Cancel You can select the down arrow to the right of All File Types in the left wndowpane to see the file types that were blocked You can vie
67. er some information that is exempt from release under FOIA or restricted from release under provision of the PRA However the document has significant content that is not subject to access restrictions You might decide to redact those portions that are subject to access restrictions close the original document and open the redacted document The APT supports redaction of document images using Kodak s Imaging for Windows which comes with Windows NT and Windows 2000 Redacting Document Images Suppose that we were viewing the document with filename Leighton doc and deciding that it had an access restriction that we would like to redact Step 1 Exit the Quick View Plus viewer by selecting File gt Exit QuickView Plus Step 2 The file previously viewed in Quick View Plus should still be highlighted From the APT menu bar select Action gt Redact gt Image Archival Processing Tool Cs Program Files Archival Processing Tool Sample Presidential K File Activity View Action Options Help FOIA Text Value Counsel Lee Liberman D Washington Files T anner doc tee Mark For Transfer cn E snner doc z OE wiliam Kristol ee OG Doug Wead vest O Bush Public Papers ast Modited 27103999 10 26 56 AM File Type WordPerfect 5 1 5 2 Document SHA Digest 3F6607714 047 CPESDSCSCE r 2D 87 4B0C222F95 268 The contents of the highlighted file will be converted to a TIFF Group 4 multi page format file and stored in a Windows tempo
68. er with the current container Save As Tar File a 1 amos My Co ai ater l es Te Save as Ippe Tar File tar Cancel Ze My Network P Associate Containers with an Accession The next step is to associate containers with an accession At the bottom of the Desktop you will see a button labeled Accession Register Database Point at that button with the mouse and left click the mouse button Select the Tables object and the following window will be displayed Microsoft Access Accession Register Database E a Inj xj fe File Edit wiew Insert Tools Window Help F onen Be Design new X Pa EE EE Objects Create table in Design view FA Tables Create table by using wizard mao Create table by entering data Queries Accession Register Em BS Farms Reports a Pages Macros fe Modules Groups Select the Containers Data Table and a window similar to that in the following figure will be displayed Enter the accession number and the names of the containers associated with the accession By container is meant a package or archive containing a file system e g a tar file Enter the volume of the file system in Bytes KB MB GB and or Files When all of the containers for a particular accession have been stored add the volumes and enter the total in the Approx Volume filed on the Accession Register Entry An A will automatically be entered in the Status field indicating that the cont
69. eviously been created After filtering a single file system a filter should have been created so one may filter manually only once However automatic filtering often does not remove all operating system and software applications so the filtering ends up being semi automatic with some files being filtered manually In this mode the archivist will act as the filter viewing each file or instance of a file type deciding what is a user created file record and what is an operating system or software application that might have been used to create the records The APT will support this process with a user interface for separating the files in the file system into two file systems one containing operating system and software application files and the other containing just the user created files Since the archivist is unlikely to be able to recognize legacy operating system and software application files APT s file type identifier will perform that function The results of the archivist s decisions as to what are Operating system or software applications can be saved as an OS App filter Hence the second file system can be filtered using us that filter and the archivist will not have to make the same decisions twice Creating an OS APP Hash Code Filter If one selects Filter gt Filter Manually the file types of the files in the file system will be identified and a window will be displayed with two panes kh w 5 5 E z E a E ieee aa Fi
70. file If so a directory with the same name as the archive file and on the same path as the archive file is created The files in the archive are extracted into that directory The files are checked for computer viruses The file types of the files are identified Archival Processing Tool C Program Files 4rchival Processing Tool PE Files Test 5 rite File dsc View Options Help Ty 411990 R512 PM 5046 PE zip password encrypted ARJ SFs Executable BSA SFs Executable larc 5FX Executable LHA SFs Executable PEPAR SFs Executable Step 4 You can view the files by double clicking on the file name Step 5 For each file the manifest can indicate the name of the archive it was extracted from Self extracting archive files are not executed for a number of reasons One is that the extracted files might be saved over another file of the same name Another is that they need to be checked for viruses Instead they are passed to a program that ignores the executable header and extracts the files You can add Archive Extraction Utilities to the APT by choosing the Assoc Archive File Type with Extractor option on the Options pull down menu Decrypt Password Encrypted Files Some of the PC application software of the late 80 s and early 90 s included the built in capability to encrypt a file using a password During experiments in processing the contents of the Bush hard drives password encrypted files were detected by Quick View Plus Since the
71. file that is causing the error Zip the file and email it to the PERPOS Research Team who will eliminate the bug in the file identifier Invalid Key Error in File Type Identifier See Error Message Bad APT aborts Argument Run time error 9 Error in File Type Identifier See Error Message Bad Argument Subscript out of range APT Aborts as Appendix B File Types of Operating System amp Application Software The APT zip file contains a sample file type filter that indicates file types that are operating system or software application files These are file types that are not created by users of the operating system and software applications Ami Professional Macro Ami Professional Template DOS Batch Command Text DOS Code Page Information DOS Device Driver Cd DOS Device Driver DOS Hardware Configuration Text DOS Help DOS System Data Country DOS System Data Keyboard Empty File Windows NT Installation Information Text Windows Program Information File Windows Program Initialization File Text O O WordPerfect Setup WordPerfect Spell Code Rules WordPerfect Spell Code Word List WordPerfect Thesaurus WordPerfect Vax Keyboard Definition WordPerfect Video Resource N 0 Needed Modifications to APT User Manual 1 Need to discuss files that cannot be automatically filtered out e g FRECOVER Batch files 2 In section Filter on File Type categories of file types are
72. folder is automatically shaded and contains a check mark When all the files in a folder have been reviewed as indicated by a check mark in the box in front of their file name the shading in the box in front of the folder containing the files is removed and the box remains checked Since all of the folders have checks in front of them and are not shaded the entire file system has been reviewed When All Files have been reviewed if there are any files marked for Transfer they should be transferred The file system displayed below has one file Marked for Transfer README CNV al N Archival Processing Tool C Program Files A File Activity View Action Options Help Ta ye B a Review Acthwiky e AE 89020100 doc e AE 89030601 doc e AE 89030103 doc lt lt ABB 89021400 doc lt lt BAB 89030906 doc To Transfer the Files select File gt Transfer from the review menu bar A dialog box for saving the files marked for transfer will be displayed Save As Tar File 3 2 x Save in E Transfers to Library H E Ej Ez History Deskho p 2 File name Transtered Software Application m Save as type Tar File tar a Lancel My Network P ve In this dialog box move to a folder that should contain transferred files in this case Transfers to Library Enter a name for the TAR file to contain the transferred files and select Save A TAR file containing those files will be written to the indicate
73. ganizational View and click the right mouse button The following dialog box will be displayed The d entered should be the Record Group number For instance the record group for the Executive Office of the President is 429 for Office of Management and Budget it is 51 Enter the Name of the Organization and the Start and End date for the organization For the George H W Bush Presidential Administration we entered the first and last date of the Administration Select Save to retain this organizational information 63 Organization a JO x ld a Marne Po Start Date ss End Date ss 5 To see the organizational units offices in an organization highlight the organization name and click the left mouse button For instance for Executive Office of the President a window similar to the following would be displayed 5 x Edit View Help i aie x E Executive Office of the President El z Administration Office al E Administrative Office White House i ae i Advance and Special Initiatives Office of seve i Agricultural Trade and Food Assistance Office af E Appointments and Scheduling Office of ff Cabinet Affairs Office of i see Gi Cabinet Secretary Office of the seen i Chief of Staff to the President Office of the vee Communications Office of i sone Gi Corespondence Office White House bl Be Counsel to the President Office of the i vee fi Domestic Policy Office of Be Economic an
74. he APT currently enforces this rule by checking that the file has been viewed during this session If it hasn t it is not possible to select the actions from the Action pull down menu If the file has been viewed O O each of the actions are possible Note a more restrictive enforcement of this rule would require that the file be currently viewed in order to take a review action Open File Suppose you had viewed file 89030601 doc by double clicking on the file name You have decided that this is Presidential message released by the White House and previously published by the Office of the Federal Register NARA There are no restrictions on the release of this record it is a copy of a public document It can be opened 89030601 doc Quick View Plus a 5 xj File Edit View Document Go Window Help Message on the Observance of St Patrick s Day 1989 Marck 6 050 Itis a pleasure to send greetings to everyone celebrating this St Patrick s Day The feast of the Apostle of Ireland occupies a special place on our calendar because itis a fitting time to celebrate the vibrant heritage of mullions of Irish Americans as well as the many contributions they have made te our country Among the first of immigrant groups the Irish overcame poverty and prejudice to become productive members of the American workforce and an influential voice in United States politics Today our Nation continues to be inspired by the deep faith strong
75. ialogue box will appear Select the reason s for withdrawal and select OK which will record these reasons for withdrawal w Reasons Withdrawn Dad National security a Appointments to Federal offices a Exempted by Statute DO a 4 Confidential commercial info alf Confidential advice C a Personal privacy OF Lancel There are no FOIA or Miscellaneous restrictions but in some cases the reason for withdrawal will involve restrictions from those Tabs If you select the second tab of the Reasons Withdrawn dialog box you will see the FOIA exemptions w Reasons Withdrawn National security Agency guidelines agreements about investigations Exempted by statute Confidential commercial info Agency communications regarding litigation Personal privacy Law enforcement investigation Financial institution reports Geological info about wells The third tab on the Reasons Withdrawn dialog box is for miscellaneous restrictions other than PRA and FOIA restrictions w Reasons Withdrawn LJ PRM Personal Record Misfile Oc Deed of Gift Step 4 The Closure Info dialogue box will then appear Complete the required fields i Closure Info a x Edit Quickview Document Type mema Corespondernt s Name or Title E BOYDEN GRAY Subject or Title Nomination O Ae Chronological D ate 0427A 992 w Archivist s Initials BEU Date of Withdrawal 22002 OF Cancel You
76. ide to print the document then the printer DLL file is loaded and run A DLL is an executable file that cannot run on its own it can only run from inside an executable file Lzexe is an executable file compression utility for MS DOS It adds a minimal header to the executable to decompress it when it is executed PKLITE is an executable file compression utility for MS DOS from PKWARE Inc that compresses the body of the executable and adds a small fast decompress routine in the header Executable Overlay and DLL files are almost always operating or software application files However there are important exceptions For instance there are some software applications that create executable report files that may be records created in the course of their business activities Furthermore self extracting archive files which are executable files may contain user created documents The APT is able to distinguish some self extracting archives from other executable files but it cannot identify all kinds of self extracting executables Furthermore some self extracting archives are compact executables Hence cannot reliably filter on executable or compact executable file types Graphic Files A graphics file is a file that contains only graphic images such as line drawings paint program files scanned images photographs and other halftones or type designs within a graphics file format A vector graphics file is one that uses geometrical formul
77. ile system and the Approx Volume of electronic records in the accessioned file system select the System Properties option from the View pull down menu You will see a display similar to the following nn ee x Earliest File Date 12 30 1899 Latest File Date 10 21 2003 Total Number of Folders 162 Folders Total Number of Files 1114 Files Total Number of Bytes 67859481 Bytes Approsinatly 64 7 Mb The approximate volume of paper records is measured in linear feet For electronic records volume is measured in files or bytes or kilobytes megabytes gigabytes It is recommended that one enter the abbreviation of the unit ft files or bytes KB MB GB While the exact number of bytes in this file is 67859481 it is recommended that bytes only be used if the number of bytes is less than 1 kilobyte and that the volume be approximate not exact 1Kilobyte 1024 bytes 1 Megabyte 1024 Kbytes 1048576 bytes 1 Gigabyte 1024 Mbytes 1073741824 bytes So in this example what would be entered is 64 7 MB since 67859481 bytes 66 269 KB 64 7 MB The following figure shows the bottom half of the Accession Register Form In the Restrictions section the archivist checks whether the records are likely to be subject to Presidential Record Act PRA restrictions and or Freedom of Information Act FOIA exemptions This is dependent on who created the records For instance records of the Office of Management and Budget are Federal Rec
78. iles built in dictionaries and icon files There are other file types that will differ from PC to PC depending on what applications are loaded e g system configuration files It would certainly be a simpler matter if we could filter on file type rather than having to identify individual files to create a filter of operating system and software application files If one selects File Type filter from the Options pull down menu one sees the dialog box shown in below Archive Calendar Database Empty File Executable Overlay and DLL G aphic O Operating System Spreadsheet Word Processing Application Resource Word Processing Document Oooogoogoddg E Cloze With the exception of the empty file each of the terms represents a category of file types You can see the file types included in a category by clicking on the plus icon in preceding each category Each of these categories will be described Then it will be explained how to define a file type filter Archive An archive file is a file that groups several related files into a single easily managed file Often the files in an archive file are compressed This compression is performed to make transmission or k copying of these files faster For instance downloading an archive file only requires one file transfer operation and the file transfer time is minimized if the files in the archive are compressed An archive file may contain operating system files
79. iltered out of the Original filing system because their hash codes matched hash codes in the OS App Hash Code Filter The number of blocked files is also given The Passed files field is found above the right pane These files have passed through the filter Note the number of passed files Time to Filter is the lower right hand corner of the screen displays the length of time in seconds necessary to filter the entire file system Viewing Types of Blocked Files The types of blocked files can be viewed by selecting the down arrow next to the filed All File Types below Blocked Files After acquiring some experience with different file types you will recognize that all of these file types with the possible exception of ASCII 7 bit Text are operating system or software application files Filtered on OS A4pp Hash Code C Program Files Arch View Help Blocked Files Lal FileT ypes 22E All FileT upes ASCII 7 bit Text DOS 16 bit Compact Executable DOS 16 bit Executable DOS Code Page Information DOS Device Driver DOS Hardware Configuration Text DOS Help 4 FOXPRO 6 FUXBASE You can select ASCII 7 bit Text and will see a display similar to the following gt Filtered on 05 App Hash Code C Program Files Arc view Help Blocked Files ASCII f bit Test i B PC Files Test Suite a de pl Le te LIB asic aa EY GORILLA BAS zj e Basica E WORDWARS BAS ae Ej SCRNMACH BAS
80. in files or bytes or kilobytes megabytes gigabytes It is recommended that one enter the abbreviation of the unit ft files or bytes KB MB GB The exact number of bytes in this file is 2575 it is recommended that bytes only be used if the number of bytes is less than 1 KB e 1024 bytes and that the volume be approximate not exact For instance in this case one should enter 2 KB One can also enter the number of files 11 To determine the arrangement of files in a folder click on the folder icon and select Properties from the Edit pull down menu You will see a dialog box similar to the following It indicates that the folder labeled Alpha Correspondence is arranged in ascending order of file name It could have been in descending order It could also be in ascending or descending order of file date For arrangement we enter alphabetic by filename Folder Info a Xx Path Alpha Corezpondence File 2 90 to 6 90 4 E Original Path Last Modified 11 87 2002 1 20 10 PM Sort Attribute iN pen Sort Order Ascending Cancel 12 If one highlights a series name one can add file unit titles 13 To associate container id s with record series you highlight the name of record series Associated with the file system loaded in the APT When the right mouse button is clicked a pop up menu gives the option to Assoc with container Select this option and enter the name of the container and select save 14 T
81. in which files that match the pattern are blocked from passing through the filter Those files that don t match the filter are said to be passed file format A format for encoding information in a file A file format defines a file type The file format specifies first whether the file is a binary or ASCII file and second how the information is organized file system The system of an operating system that can be used to organize and keep track of files For example a hierarchical file system is one that uses directories to organize files into a tree structure file type A category of digital files determined by file format or filename extension that is used or created by a software application and that is used to determine which program can be used to view the contents of the file file viewer A program that enables you to read a file and display its contents A WordPerfect 4 2 viewer for example enables you to read WordPerfect 4 2 files and display their contents hash function A function that maps a bit string of arbitrary finite length to a bit string of fixed length referred to as a hash code hash value or simply hash magic number Special data located at the beginning of a binary data file to indicate its type to a system or application program Under Unix the system and various applications programs distinguish between types of executable file by looking for a magic number Some magic numbers are in fact strings like the
82. inal path When a file system that has been arranged is saved as a TAR archive file these attributes will be saved in the manifest of the archive file Renaming a Directory Folder DOS directory names could only be up to 8 characters in length plus a three character extension In the example of this section the directory name WP50 was indicative of the application used to create edit print and view the files If you believe that a directory or folder name is needed that is more indicative of the contents of the folder you can provide this by editing the folder title Select Edit gt Rename The files in this folder were taken from the Bush Public Papers so let s use that as the name Rather that delete the WP50 we will follow the convention used at the Bush Presidential Library of enclosing additions to a folder name in square brackets Archival Processing Tool C Program File File Edit Activity View Sort Options Help 4l v E le Arrangement Activity WPSO Bush Public Papers sE 99020100 doc E 89030601 doc 2 99030103 doc 2 README CNY of 99021400 doe E 89030906 doc Creating New Folders Suppose that upon examination of the files one discovers that some were Public Statements and others were Letters of Transmittal and some were Appointments You can create subfolders within the WP50 directory N Ol Step 1 Highlight the folder in which you want to create a new subfolder Step 2 Select Edit gt
83. ion CSV or XML Database Ik ov Borland Reflex CSV or XML re Harvard Graphics 2 0 chart Harvard Graphics 3 0 Chart Harvard Graphics version 3 0 WordPerfect 5 x ASCII Text You can add file conversion utilities to the APT by selecting the Assoc File Type with Conversion Utility option under the Options pull down menu Arranging a File System Introduction Arrangement is the intellectual and physical processes and results of organizing documents in accordance with accepted archival principles particularly provenance at as many as necessary of the following levels repository collection record group for Fonds subgroups series subseries file unit and item Intellectual administrative arrangement by provenance provides information about records creator Intellectual arrangement by file structure provides information about records The physical arrangement of files refers to arranging documents within folder and folders within boxes For electronic files it refers to arranging files within directories and directories within a digital file system An archivist needs system assistance in physically arranging PC document files within folder in a file system He may need to rearrange files that are in a DOS directory order into a more logical order e g by file name or by date last modified DOS and other operating system such as Unix and Windows NT do not provide required behavior for rearranging files into a different logical or
84. ir original order is by selecting that option from the Sort pull down menu Viewing the Properties of a Folder or File If you highlight s folder name and select Edit gt Properties you will see the properties of the highlighted folder E Folder Info a xi Fath WwPS0S Original Path Last Modified 11 6 2002 7 28 56 PM Sort Attribute LastModified Sort Order Ascending Cancel Here we see that the files in the folder WP50 are sorted in ascending order of date last modified you select the downward pointing arrow to the right of the Sort Attribute field you will see Filename and None in addition to Last Modified If you select Filename or None the Files in the Folder will be resorted Similarly if you select the downward pointing arrow you will see Descending in addition to Ascending If you select Descending the files in that folder will be sorted into descending order of the value of Sort Attribute You can view the properties of a file by highlighting its filename and selecting Edit gt Properties E File Properties Ioj x Edit QuickView Help Fath wW P50589030906 doc Original Path 89030906 doc File Type WordPerfect 5 1 5 2 Document Length 2240 Last Modified 2322002 3 16 53 PM SHA 1 L25LDC2DFA PFE SFFSS9D0E1D40CS2E FCT SS 83649 OF Cancel In this case the filename of file that was moved was highlighted The current path to the file is shown and it s orig
85. lorer Some readers may wonder why a tool was created for exploring a file system when one could just use Windows Explorer a collection of file viewers such as Quick View Plus and a file archiver such as WinZip to do the same thing Indeed when we first investigated archival processing of file systems from Legacy DOS and Windows 3 x operating systems we used Windows Explorer and Quick View Plus and tar untar Windows Explorer supports opening a file system viewing a file s properties associating file extensions with file types and viewers and closing a file system These are functions that are needed for managing any file system However what Windows Explorer does not support well is identifying legacy file types automatically separating user created files from operating system and application file types making a record of rearrangements review and records of review and archival description Furthermore Windows Explorer is too powerful and flexible It has many functions that are not needed in archival processing and that can place files that should not be modified at risk of being modified Since Microsoft Visual C and Visual Basic have classes that can be used to create the needed Windows Explorer functionality they were used to rapidly create the Explore activity of the APT allowing us to focus on the other requisite functionality Exiting the APT You can exit the Archival Processing Tool by selecting File gt Exit or selecting
86. lows The files have all been viewed and are all WordPerfect 5 x documents However two of them are in the root directory Archival Processing Tool As File Edit Activity View Sort Options Help EN kf E fe Arrangement Activity 5 9021 400 doc an E 89030906 doc Path 8390 400 doc BEY WPB Last Modified Pes 2002 30 26 PM 2 8902071 00 doe File Type WordPerfect 5 1 5 2 Document ie Ej 89030601 dor 5H4 Digest AAE4C FEE STE 710782015114 SE S81 0FDO67D2FB36 E 89030103 doc If you believe that the file in the root directory should be in the WP50 directory you can highlight the filename of a file in the root directory hold the left mouse button down and drag the file to the WP50 directory Archival Processing Tool A File Edit Activity View Sort Options Help e H E al Arrangement Activity a e WPSD Path 89021 400 doc 5 89021400 doe Last Modified feof A00 3 07 26 PM E 99020100 doc File Type WordPerfect 6 15 2 Document Ej 89030601 doc SH4 Digest A4E 40 TRES 1E7107E 201511 4E4E8B710F06752FB3B 9030103 doc You can do the same for the other file in the root directory Archival Processing Tool A File Edit Activity View Sort Options Help E 9021 400 doc A 89021400 doe Trea 2002 3 07 26 PM 2 89030906 doc 7 89030906 doc rrea 2002 3 16 56 PM E 99020100 doc 89020100 doc Tredre 3 08 22 PM E 89030601 doc 2 89030601 doc ff2s 2002 3 76 20 PM E 29030103 doc 7 890301 03 do
87. ltered Filter Manually C Program Files Archival Processing Tool PC Files Tes xj wiew Help Blocked Files Passed Files jal FileT ypes 0 jal FileT ypes fi 008 BE PC Files Test Suite HO ARCHIVE HE WPSIDOS En REFLEX aE WIN3 11 ET IN 1 HE WP CALS 0 HE WP PLANNER eE COMPUSERVE HO 052 E LOTUS123 Ver 2 0 a E LOTUS123 Ver 1 0 BO Dwor HE WP 2 BE WPSO KA ODOS da OPROWIN HE FOXPRO HE FOXBASE HE DOSE HO CGM HO HG3 eE HG2 El i eS eo Time to Filter O sec Transter Blocked Eiles Cancel The field at the top of the right pane shows the number of files in the file system If one selects the down arrow to the left of the field All File Types one sees a panel showing the file types identified in the file system Passed Files El File ypes fi 008 AN Ami Professional Document Ami Professional Macro Ami Professional Template AmiDraw Vector Image ARC 5 0 Archive ARJ 1 0 Self extracting Archive ASCII bit Text One can scroll down the list to see additional file types that are identified in this file system The entire list of file types that can be identified is shown in an appendix to this User s Guide If one selects one of these file types the right windowpane will be repainted to show only the files of that type that occur in this file system For instance if one selects DOS 16 bit Compact Executable the right windowpane shows the 16 Files of that type a Filtered Filter Manually
88. ltpiv Fhlivel0zPg ioalte Fs VP 6T lic3lPay 1 c l Users vIe Fal 3 io LIPS io PH iciv Piulep0Z urei19f Hr Fait wh iFri PAAP IIPS toy ered toscas Hibrivictosre ttosciF lets Tal S ivie tui bout Smivle Itdi ig s iF1 u 5SiF 1 u7 ae lo VIGE 1 P io O IG IRHICLIIJH I al fur A lactyns Uf it ale Ack triFl o m Es pies Sios Uie 11P6 10r IP io 1P29 i07 P u 103 P P el 107 1 E c 107 A P Z i071 PS 0 i PSH io Uae pr 7 amp w10f io4 sialtxdy laluzy i6 10 l Bik 86 6m fico lLtivi 5 gt t e ub or thi amp t i li P lioy IPErSiob Part uieLpsae 15i6 1 U s Bed amp WEB 103 MEAN art t a isi lt uc tn Ib i 6e il r gt a tlt un3l 1 pis alxeNt r 51 vid ic 6 Sz iour 16r oz U ort de wI9Drio gt t A gt ulco p P ice 1s tul Al t ti ziv Er3lPe io eFlt t53 lulo ibm xtdiFI5NiFI Liv a gt Unknown File Type The contents of DBC COM 3 Even though the APT properly identified this file type the lower left hand corner of this Quick View Plus display indicates that Quick View Plus did not recognize this file type Quick View Plus is configured to display Unknown File Types as Text Files The occurrence of some box drawing characters in the display indicates that Quick View Plus displayed this file using the DOS Extended ASCII character Set The text indicating that this file dBCODE 2 06 copyrighted by Ashton Tate is also i
89. m but some files may not have been stored in the proper directory folder For instance some word processing files that should have been stored in a CORR espondence folder may have been stored in the root directory or in the directory including the word processing application Archivists may need to perfect the arrangement my moving misplaced files into the proper directory This activity is called archival arrangement Some PC files may be in obsolete and or proprietary formats that can no longer be viewed Other files may be corrupted due to media deterioration or file transmission errors Other files may be encrypted so that there is a need to recover a password and decrypt the file so that it can be viewed These activities are referred to as archival preservation PC records must next be reviewed for Freedom of Information Act FOIA exemptions on their release to the public The must also be reviewed for Presidential Record Act PRA restrictions on their release When archivists have completed the preceding activities they must describe the record series Since this involves defining the record creator organization office and or individual records creator it has traditionally been described as not only description but arrangement of the processed record series This involves loading the containers containing the record series to view and describe their contents moving the containers from the work area to archival storage of processed
90. me or title and chronological date from the document by highlighting information in the document and selecting Edit gt Copy from the Quick View Plus Menu bar Then place the cursor in the field in which you want to paste the information Right click the right mouse button and select Paste If you do not know the chronological date enter n d in this field indicating not dated no quotes The one with the original file format is blue indicating redaction The one ending in rat is red indicating this text has been redaction and access to it has been closed Step 11 click OK In the Review Activity window you will see two files with the same name except one has the original file format extension The other has the filename extension rdt The red document icon indicates that the original file has been closed The blue document icon indicates the redacted file The reason s for withdrawal and the closure information for the file are displayed in the right window pane If any of this information seems incorrect it can be edited by highlighting the filename and selecting View gt Properties k Archival Processing Tool C Program Files Archival Processing Tool Repository Work In File Activity View Access Options Help Property Path Counsel Lee Liberman D Washington Files Tanner doc rdt Last Modified Pee 1999 10 26 56 Ak File Type Tagged Image File Format william Kristol SHA4 Digest B3E1 SD 5B R40
91. ment Type List i Ioj x a corespondence letter memo photograph Delete press release Describing a File System Description is the archival activity of organizing and recording information that serves to identify locate and explain the record series of archives and the context from which those record series were selected 1 Use APT to move container s from Archivist s Work Area Select Description from the Activity pull down Menu From the File pull down menu select open and find one of the containers you have processed and open it Archival Processing Tool C Program Files Archival Processing Tool S ample Presidential Records Opened Doug We u Ioj x File Actrity View Options Help te hf NE Explore Activity ae emer a A rom 20 PM 2 Select the Archival Description Tool icon from the Desktop A window similar to the following will appear ce Archival Description Tool View Help 6 a Toe Office of the President fpi Office of Management and Budget El EA Georgia Tech Research Institute 3 Place the mouse pointer in a blank area at the bottom of the screen and click the right mouse button Select one of the three options Cascade Tile Horizontally or Tile Vertically For instance if Tile Horizontally were chosen the Archival Processing and Description windows would be tiled as shown below 10 x a A AAA A a eaaa Dey oa ine q o E me a ee Frodqrham THES WAIChi
92. n to be processed 2 Load the current Work in Process WIP or Work Schedule by clicking on the Work In Process icon on the desktop WIPID accession number container file name archivist date status P A R D Comments EA Microsoft Excel Work In Procezs xls B File Edit Wiew Insert Format Tools Data Window Help Denant saad o H22 z Ehli O gt ara hy bs ESA A ae AO O VA Cae ae a 1 TaskID Accession Number Container Name Archivist Date Assigned Status PARD Date Completed Comments 0 20 2003 9202003 a220 2003 9 20 2003 2 2003 1 3 2003 1 2003 1 5 2003 1 E 3 Assign work by entering the year and a sequential task number Enter the Accession Number and the containers from that accession to be processed Enter the name or initials of the archivist to whom the work is assigned 4 To save the schedule select save from the File pull down menu 2003 0001 0112 tar 003 0001 0113 tar 2003 0001 OO2 tar 2003 0001 00 274 tar WEU WEU WEL WEU 5 Enter in the container list the status l indicating that the contain is In processing Close the Accession Register 6 Notify the archivists of new work assignment Starting Work Archivists start work by performing the following steps 1 Load the WIP Work Schedule by selecting the WIP icon on the desktop 2 Load accession register to identify the accession and file names of the containers they are to process Oo
93. name extension to create a longer mnemonic filename These extended names sometimes result in an extension used for another file type For instance SPEECH COM a user created WordPerfect document file from that Bush hard drives that contains an address speech to the Commonwealth Club However the COM extension is also used to represent a MSDOS compressed executable file The PRS file extension is customarily used to represent a WordPerfect printer resource file A file named INVSALES PRS from the Bush hard drives is a user created WordPerfect file concerning the ratio of inventories to sales in a previous recession ARC is a file extension used to indicate an archived file However there is a WordPerfect document file with the name CLEAR ARC which contains a memo concerning clearing archivists to enter the White House Offices to aid in transferring records to the National Archives Under the Unix operating system the operating system and application programs distinguish between types of files by looking for a magic number or a fixed pattern in the file header Microsoft and developers of software applications for DOS and Windows included magic numbers in the headers of some files that are used to distinguish file types Macintosh file types are also distinguished by having a signature encoded in the file This consists of two four letter codes that signify the application that created it and the format of the file These codes are registered with A
94. ndicative that this is not a user created file If one scrolls through the rest of the file one fines the following text dECODE 2 06 Ms DOS PC DOS reses COPYRIGHT ci ASHTON TATE 1985 1986 AS AN UNPUBLISHED LICENSED PROPRIETARY WORK ALL RIGHTS RESERVED dECODE illegal option END RUN dBCODE dBASE 111 RunTime Pseudo Compiler Usage dbc cfile i prefix oprefiz r ile prefix file FLAGS order arbitrarily don t concatenate ASCTI copyright header file generate information filets dbg destination directory response file source directory file dBASE 111 source code filefs f src Enter a source filename srcj or press ENTER to end WHILEKEY unexpected infan out of memory onPremature end of input onkfead error onWrite error onUnable to open responseSource output filename conflict Unrecognized command inlllegal DO statement inlllegal RunTime SET option inlllegal command macro 4 inlllegal condition in ON statement inlllegal action in ON statement in file OU123456789ARCDEF Completed e prg file not generated Errors ENDTEXT HHH expected END il 1 dbg 1 prghl rcpl not found This file is a dBASE III Runtime Psuedo compiler not a user created record Close the viewer You can move the file and its path from the current file system to the left pane by Step 1 Highlighting its filename Step 2 Clicking on the arrow between the windowpanes that points to
95. nformation Donor E O O Affiliation If Applicable o Street FC O O City Fs State Country fo Zip Telephone Number ss Donor Representative PO Accession Information Identification fo Brief Description Pe Inclusive Dates 1988 1982 Bulk Dates Approximate Volume The Accession Number entered is the 4 digit current year and the 4 digit next sequential number separated by a period Accretion number is a 2 digit number assigned when a subsequent accession should actually be part of a previous accession The Date of Receipt is the date the records were received by NARA or the Bush Presidential Library The Date Logged In is the date the archivist is filling out the accession register entry and Logged by is the name of the archivist The next section Donor Information is for Gifts of Personal Records donated to the Presidential Library The description of these fields will be skipped because we are currently concerned with Bush PC Files Some of these may be determined later to be Personal Records that will be offered back to their creator or may be donated to the Library by the person who created them The next section Accession Information has as its first field Identification This is a tentative title of the record series being accessioned The Brief Description is a description of the records series for example a description of the responsibilities or activities of the Office or Pers
96. ntered Person E Oj xj Mame Doug Wead i Title lial Assistant to the President for Public Liaison Start Date 7 End Date Cancel 8 To associate a record series with an organization an office or a staff member highlight the relevant name right click the mouse button and select Add Series 5 Archival Description Tool ee 15 xl Edit View Help ES E Public Events and Initiatives Office of 7 Value Public Liaison and Intergovernmental Affairs Office of Name wead Doug wead Doug ree Title Special ssistant to the President of Public Liaison Office of Mas Start Date i ti Records Management End Date ti Research Office of gt Qi Special Activities and ln Edit Properties ee Speechwrting Office of Gi Staff Secretary Office of the i fi Telephone Service White House wf Travel and Telegraph Office White House Delete a gt 10 27 2003 3 00 PM 4A 9 Adialog box similar to the following will be displayed Enter the Series Title and Scope al x Doug Wead s Files This Series consists of comespondence 10 To determine the Inclusive Dates of files in the file system and the Extent of electronic records in the Record Series select the System Properties option from the View pull down menu in the Archival Processing Tool You will see a display similar to the following File System Properties For electronic records volume is measured
97. o store the processed and described file system in the Archival Holdings of processed record series from the APT file pull down menu you select Store in Holdings The file system will be stored into a pre designated storage area for processed record series You will be prompted as to whether you want to delete the container from your work area 15 You should load WIP and indicate that the File System has been described You should also load the accession register and in the container table indicate that the status of processing the container is complete i e enter a C 16 You can then exit the APT and the ADT Access Archival Holdings Archival Holdings are containers of processed record series They include copies of files open to public access redacted copies originals of redacted copies and closed files Archivists need to access them in order to create reference copies of record series that include only those records of the record series that are open to public access They also need to access them to reprocess them due to expiration of FOIA exemptions and PRA restrictions Finally they need to access them in order to perform preservation operations such as conversion to current file formats Accessing Record Series in Archival Holdings 1 By selecting the option Access Holdings from the APT pull down menu you can access the archival holdings of processed record series The following window similar to that of the Description Acti
98. of this manual In addition it provides the capability to search for topics or terms in the on line Help It also indicates the version of the APT installed Finally it has a copy of Filex a compiled Windows Help file containing a database of 4700 file extensions and descriptions One can search for the description of a file extension by selecting opening the Descriptions folder selecting the beginning character of the file extension and then scrolling down until the file extension is found A Filex Offline a 0 x Hide Back Print Options E LE Descriptions E Descriptions E H Descriptions Descriptions Ada language source code E amp Descriptions nie E Deci Alpha channel image data E A e a epacevrard Graphics lead Assembly source code E 1 Descriptions Macintosh E 2 Descriptions Object library unio El 3 ele all Compressed and splitted E 4 Descriptions ARJ file archive part 1 6 Descripti E gt in allz Compressed and splitted E O Descriptions i n peed E 9 Descriptions alls Compressed and splitted E ta Descriptions AR oa archive part 3 E s Descriptions all Graphics AIIM E 2 Descriptions asl Fax archive T31 E E Descriptions asl Authorware 3 x library El db adm Unpackaged file B b cid Authorware for Macintosh E c Descriptions _Unpackaged file E Comparison of APT Explore with Windows Exp
99. og box will appear in which you indicate the archivist s folder in which to save the record series container Move Record Series from Work Area Back to Archival Holdings When preservation and or review activities are complete the processed record series can be moved back to archival storage by having the file system loaded in the APT and selecting Access Holdings Them select Replace Record Series from the File Pull Down menu The record series will be replaced If the container which is being replaced is not in the archival holdings you will receive the error message that The container is not in Archival Holdings Creating Reference Copies for Public Access The Bush Presidential Library separates closed and opened files in a record series of paper records by creating shadow folders and keeping the closed records and their shadow folders in a secure area while the opened records are kept in another Many of the record series processed using the APT and stored in Archival Holdings will not only contain open records but closed records original copies of redacted records and redacted copies You must create a Reference copy of record series for public access that does not include closed records or originals of redacted records 1 From the File Menu of the APT select Access Holdings from the activity pull down menu 2 Browse the tree of organizations organizational units person s names and series until you find the record series fo
100. on Thomas Honeywell Malanca Peterson Daheim as an associate and then as a partner He received a B A degree cum laude 1973 from Whitworth College and a J D degree 1976 trom the University of California Hastings College of Law Hr Leighton is 46 ears old married has two children and resides in Tacoma Washington WordPerfect 5 0 The contents of Leighton doc Step 5 Click OK The check in the box to the left of the filename indicates that the file has been reviewed The red document icon indicates that the file has been closed The reason s for withdrawal and the closure information for the file are displayed in the right window pane If any of this information seems incorrect it can be edited by highlighting the filename and selecting View gt Properties File Activity View Access Options Help me Counsel Lee Liberman Property Be wo Washington Files Path Counsel Lee Liberman D Washington FilestLeighton doc cite Last Modified 742741999 10 36 56 AM H File Type WordPerfect 5 0 Document wiliam Kristol MAUS 5H Digest FRE611C74E8722E2F414C207C8250546900F74 7E Doug wead Bush Public Papers Access Closed Eg WPS50 Reasons a 5 Document Type memo Lorespondent z Mame or Title C BOYDEN GRAY Subject or Title Nomination Chronological Date 04271992 Archivist s Initials WEL Date of Withdrawal 17 09 2002 Redaction Suppose that in reviewing a file displayed with the Quick View Plus Viewer you discov
101. on Font file TrueType Font file i Type 1 Fort file uLaw Al audio file File type details Extension SY33 CH MIME Type image s harvard graphics Handled By Plugin Cancel Help _s To add a new file type and associate it with a helper application Step 1 Click the New Type button to display an empty dialog Step 2 Type the name of the file type in the File Type name field Step 3 Type the common file extensions used by the File Extension field Step 4 Type the MIME type in the MIME Type field Step 5 Type or use the Browse Button to select the location of the application capable of interpreting files of this type in the Handled By field Step 6 Click OK to store the new information To edit an existing association of File Type and application Step 1 Select a File Type from the List Step 2 Click the Edit button to display a dialog for changing the information associated with the selected File Type The dialog displays the file extensions MIME Type and helper application for the selected item Step 3 Edit the MIME Type and or File extensions Step 4 Select an action in the Handled By area of the dialog box You can designate e Quick View Plus e Application Type or use the Browse Button to select the location of the application capable of interpreting files of this type in the Handled By field Step 5 Click OK to store the new information Note that you cannot change the File Type Name
102. on who created received and used the records and the document types The contents of these two fields is determined from the Records Transmittal Form other documents associated with the transfer or by using the APT to browse and view the loaded records In the case of the Bush PC Files there is an inventory of 500 file systems A Bush Presidential Library archivist reviewed the inventory of the files that have been transferred and identified the offices associated with the individually who purportedly used the computer from which the file systems were obtained The accessioning archivist must determine whether they want to accession all of the file systems as a single accession to accession each file system individually or to accession the file systems by office Suppose that the first accession is for the Office of the Vice President Loading File Systems Associated with an Accession N The archivist should now select the Archival Processing Tool icon from the desktop and select Accession from the pull down menu Then select Open from the File pull down menu Currently the APT assumes that the transferred record series will be loaded from CD ROM or Floppy Disk Referring to the Inventory of Transferred Files find the CD ROM containing the first of the file systems purportedly created by a person in the Office of the Vice President When that file system is selected from the CD ROM its file system namespace will be displayed in the left
103. oooocccoconcnnncnnnononannonononnnononnnnonnnnnno no nro nn nono nnnnnnnnnn non rnnnnnncnnnnnnnnannnennnnnnnoss 10 NI a a E Er CO e ce Seated an GaN 12 HOW THE APT IDENTIFIES FILE FYPES 00 ES A A AA A dea 12 ARAN id iO 14 Display Stora DOTES a ts A A A AE AE E AA E AAA AS A tn a a a 14 Associated lle Type WILE VE A A e Cass 14 Associate Archive File Type WET CIO A eaons SAGensa satan poveteecnanbauadaeusseoeuses 16 Associatine a File Typewith a Repair ON dicas 17 Associating a File Type with a Conversion A bid 17 CEKOSINGA RLE SYSTEM mar IN A AAA O A E A 17 CHOOSING A PROCES SING AVC TIVE V isson A A A 17 SAVING A FILESYSTEMINA TAR FLE n Aien yr rE das 18 VIEWING THE MANIFESTOF ATAR ARCHIVE syscc tacsestesiascoaiis A oa 19 oe A EE 20 COMPARISON OF APT EXPLORE WITH WINDOWS EXPLORER cosida asada 21 PEIN GDP AP La E E EEE T E IEE ET 21 AB A aeanoea aeaea AEO PEE eS raan aN a EO Aea NaON aroa a ENNE Eora TASOSTA 22 LOADING FILE SYSTEMS ASSOCIATED WITH AN ACCESSION vrs A SEE ETAT A A 23 STORING CONTAINERS IN ARCHIVAL STORAGE 0 A A A SS St des EESE A ata 26 ASSOCIATE CONTAINERS WITH AN ACCESSION e di Ceol la hee RS 27 DETECTING COMPUTER VIRUSES AND SECURITY CLASSIFIED DOCUMENTS IN RECORD SERIES ccccccssessssseseececececeeesseueaeseceeceseeeeees 27 SCHEDULING WORK A sadbuss oncsussccedcdueseasbubsatedhesbacccuseacsddduedesabudesedbodosaeudussasessabeaseas 28 STARTING WOR A seasecesceuccussascsupbedssduudseosaaacedssdessseasnaricuseusassavedsoctes 29
104. ordPerfect 5 15 2 Document The File Type Field of the File Properties box can be edited This should only be done if the File Type Identifier has indicated that the File Type is Unknown and the user knows the File Type from another source such as the list of File Extensions and Descriptions provided in the on line Help Opening and Viewing a File Due to the rapid life cycle of computer technology hardware and software used to create documents and databases eventually become obsolete The challenge this poses to archivists is how to view these legacy files without access to the software or hardware on which they were created The APT uses Quick View Plus a suite of over 225 software viewers to meet most of this requirement However there are some legacy file formats that it does not recognize and display so additional viewers are required The Quick View Plus User s Guide discusses the features and options of Quick View Plus Some of these features are described in this manual especially those that relate to archival processing and interface to the APT To view a file Step 1 Using your left mouse button click the plus signs to open folders until you reach the file you wish to open Step 2 To view the record double click the file name This action opens Quick View and allows you to view the record Y 9021400 doc Quick iew Plus E E 8 xj File Edit Yiew Document Go Window Help Letter to Congressional Leaders Transmit
105. ords which are only subject to FOIA exemptions Records of the Staff Members and Offices of the Executive Office of the President are Presidential Records and subject to both PRA restrictions and FOIA exemptions Deed of Gift Restrictions are dependent on restrictions placed on access to the records determined by the Donor The only other section of the form that is relevant to accession of the Bush PC files is the Additional Information section In it one might enter information about the reason for accessioning these records since they were not originally scheduled for transfer to the National Archives Restrictions E PRA E FOIA E Deed of Gift E Deposit Agreement Other Associated Accessions Date of Deed of Gritt Donor Date of Deed of GifyArchivist Date of Deposit Agreement Date Returned Transfer Information E Audiovisual Audiovisual Department Accession Number ES Museum Museum Accession Number Additional Transfer Information Se Additional Information Notes Close Form Print Record Storing Containers in Archival Storage When all relevant information has been entered in the Accession Register entry the file system should be stored From the Files pull down menu select Store You will be prompted for an accession number and container file name The accession number will be stored in the manifest of the container file Do not replace a previous accessioned contain
106. out them The APT recognizes many file types that are not recognized by Quick View Plus and other viewers can be provided for those file types This feature will be discussed in a following section Exiting Quick View Plus In the Apt you should always exit Quick View Plus by either e Selecting Exit Quick View Plus from the File pull down menu or e Selecting the Quick View Plus icon a magnifying glass from the lower right part of the Task bar right clicking the mouse and selecting Exit Quick View Plus Selecting Close this View from the File pull down menu or closing the view window using the X at the top right of the window will leave Quick View Plus running in the background This can cause an error message when you leave the APT and the APT is trying to erase temporary files that were provided to Quick View Plus How the APT Identifies File Types MS DOS and Windows file names use a 1 to 3 character file name extension to distinguish different file types i e file format However file extensions alone are often not enough to discriminate file types For instance file extensions such as DOC are ambiguous having two or more applications that create files with that extension but with different formats Furthermore there are WordPerfect document files that do not have the DOC or WPD extension recommended by the WordPerfect manual Instead the document creator avails himself of the 8 character filename plus 3 character file
107. pe Filter by loading an OS App Hash Code Filter and then defining a File Type filter The File Types that can be defined are listed in an appendix The Filter should be saved with a file name such as OS App hash code amp File type to distinguish it from the other two kinds of filter Filter on OS App Hash Code amp File Type If one selects filter on OS App Hash Codes and File Types both the OS App Hash Codes and the checked file types in the file type filter will be used to filter the loaded file system If the hash code of the file matches the hash codes in the OS APP hash code filter or the file is among the formats in the list of checked file types then file is blocked and included in the left window pane else the file is passed and included in right window pane O A wiew Help Blocked Files All File T ypes 353 E WIN3 11 EN HE WP CAL3 0 9 LOTUS123 ver 2 0 BA WPA A WPSO E GPROWIN eE FOXPRO HO FOXBASE HO HG3 A WP 9 DOS eE AMIPRO 9 DBASEII eE Wing 0 HO OPRO1 ODOS E ULTRAVISION HD Wind 4 4 HP Laserjet Bitmapped Fonts AH Basic HAS Basica Ao WP CALT O O WP NOTEBOOK 2 0 ae e s Transfer Blocked Files Passed Files E FileT ypes hai 650 mE ARCHIVE En WPSIDOS 0 REFLEX ED WIN3 11 e ES WINS EO WPCAL3 0 E E WP PLANNER COMPUSERVE E3 LOTUS123 ver 2 0 E3 LOTUS123 Ver 1 0 ED Dw Zor HED WwP4 2 E E WPSO 4 1 apos ED OPROWIN EI FOXPRO EO
108. pple Currently there is not a central registry for file name extensions or magic numbers Some file extensions do not determine the file format but the documentary form or function of the file For instance DOS batch command text files file extension BAT are in IBM extended ASCII file format but what makes it a batch command file is the commands to the DOS operating system that it contains Similarly WordPerfect Notebook 3 0 files file extension NB are in WordPerfect 5 1 document format but it is the form of the document that makes it a Notebook 3 0 document Some binary files do not have a magic number or fixed file pattern that can be used to determine its file type e g files with filename extension SND or AU are raw unsigned Pulse Code Modulation sound files which can be played through most sound devices without further manipulation However there is no magic number or file header so one must resort to using the file name extension and context of the file to determine its file type Some software manufacturers do not publish the specifications for the file formats of their software applications For example IBM did not publish the file format specifications for IBM s DisplayWrite 4 documents The format is proprietary A File Type Identifier has been developed to identify file types It performs five sets of tests 1 file property tests 2 magic number Macintosh file type code and file pattern tests 3 character set tests
109. r which a reference copy is needed Highlight the name of the record series and select open from the file pull down menu The file system structure of the processed record series will be displayed 3 Areference copy of the file system that includes only the opened and redacted copies can be created by selecting File gt Create Reference Copy Archival Processing Tool C Progran File Activity View Access Options Help Open Chrl 0 Close Save Save AS Tamer t Create Reference Copy Installing the APT and Configuring Resources This section of the User s Guide also appears as a Readme txt file in the APT zip file Windows 2000 When The Windows 2000 operating system is loaded the disk should be formatted as FAT32 not NTFS In Explorer or My Computer in Tools gt Folder Options and under the Tab View be sure that Hide File extensions for known file types is not checked Display the Full Path in Address Bar is checked Microsoft Office The APT uses the Access Database Management System included in Microsoft Office Hence Microsoft Office should be installed for the APT to properly operate Antivirus Software NARA uses the McAfee Virus scanner lt needs to be configured for on access scanning that is the scanner looks for viruses in files that you open copy save or otherwise modify and files that you read from or write to floppy disks CD ROMS or network drives WinZip and Other Archivers St
110. rary directory The file will then automatically be loaded into a customized Imaging window By default thumbnails are shown for each page in a multi page document i Image Redactor 3 Dj x File Edit View Page Zoom Redaction Help jm xl ao o Step 3 Select Zoom from the pull down menu to size the displayed page Actual size or Fit to width seem to be the best zoom option Selecting Scale to gray from the View pull down menu sometimes gives a sharper image for black and white text w Image Redactor File Edit View Page Zoom Redaction Help jam Ll AE Xx mM a gt on UNITED STATES DISTRICT COURT WESTERN DISTRICT OF WASHINGTON POST OFFICE BOX 2015 TACOMA WASHING TON 98401 January 9 1991 The President of the United States The White House Washington D C 20500 Dear Mr President Step 4 To redact text select block rectangle from the Redaction pull down menu or select the black rectangle icon from the toolbar Place the cross hair to the upper left of the text to be redacted Click and hold down the left mouse button as you block out the text to be redacted If you make a mistake click on the blocked out text or stamp and select the delete X symbol and the black rectangle will be removed ae w Image Redactor Mis File Edit View Page Zoom Redaction Help fm al ale xx 4 TACOMA WASHING TON 58401 January 9 1991 The President of the United States The White House W
111. records and indicating in the work schedule WIP that the work is completed The result is an addition to the catalog of holdings Since the master copy that is stored in archival storage may contain records whose access is restricted in whole or in part it is then necessary to create a reference copy that includes just those records that are open to the public To do this an archivist accesses the current holdings and creates a reference copy that is transferred to transferred to the Public Access System Archivists will also need to access the holdings of processed record series to review those closed files or originals of redacted documents when access restrictions have expired They will also need to access those holdings for preservation actions such as converting to new file formats when current file formats become obsolete The Windows 2000 operating system and software applications such as the APT Microsoft office McAfee Virus Scanner and MKS Tools for checking for security markings are stored on logical hard disk C The Accession Register Catalog of holding and PC Files Test Suite are also stored on this disk Working Storage which includes the Work Schedule and status and Archivists work areas are stored on logical hard disk D Archival Holdings that is accessioned record series and processed record series are stored on logical hard drive E The remainder of this manual describes four tools the Accession Register Work Schedule
112. rfile com 29 95 repairs zip and zip sfx Licenses Written as a part of this government sponsored project Wpcal vwr Wpnb vwr O oO Freeware LHA 2 13 Haruyasu Yoshizaki PKARC Fcrakzip Z00 exe Pxunsec exe Password Recovery for Paradox 3 5 and 4 0 Databases PxDAZZ exe Password Recovery for more recent Paradox Databases Winwu exe Wfwcd exe Recovers Word for Windows Passwords Wpcrack c Recovers passwords for WordPerfect 5 x files Wpuncryp c Given the correct password decrypts WordPerfect 5 x files Shareware ARJ exe Robert Jung ARC EXE System Enhancement Associates Inc COTS QuickView Plus DbfView WinZip32 Operating System Software DOS 5 Help com Windows 3 1 Pifedit exe Calendar exe Windows WinHelp exe Windows Media Player wmplayer exe Glossary application software Programs designed for the end user such as word processors database systems spreadsheet programs graphics programs communications software and games archive v To copy files to a storage medium for purpose of backup n A disk tape or file that contains files that have been backed up adj A file attribute that marks files that have been modified since the last backup closed file a file unit or series to which access Is restricted or denied compressed file a file in which redundant information has been eliminated and thus is shorter and requires less storage space than the original file file blocking filter A file filter
113. rk by opening a file system You can open a folder a tar file or a device e g 3 1 2 floppy or Compact Disk containing a file system To open a file system Step 1 If you wish to work with the contents of an entire drive go to step 2 If you wish to work with a file system in a folder or a tar file use the left mouse button to click the plus signs to open folders until you reach the folder or tar file Step 2 To select the file system click it once It will be highlighted Step 3 Click OK The file system will be loaded and you can begin the archival processing activity Note Clicking Cancel terminates the selection and opening of a file system Nothing will be opened 18 My Computer Fag 344 Floppy Ai I Local Disk 0 4 E 020827_0958 D 3 CRE Control Panel OR You can open a file system from the File entry on the menu bar From the menu bar select File gt Open Archival Processing Tool Open Cr i The following dialog box appears Browse for Path or Archive 2 4 Archival Processing Tool o BE E PC Files Test Suite 88 AATYC dll APT cnt 2 APT HLP Se Filexo chm Follow the instructions for opening a file system given above In the following case a file system containing the PC Files Test Suite that is used to test the accuracy of the file type identification function has been opened Archival Processing Tool C Program Files Archival Processing Tool PC Files Test suit
114. rrangement preservation review and description are complete you can select Access Holdings from the activity pull down menu and create a reference copy of the processed record series that will only contain the opened and redacted copies of files Opening a Closed File To be written Re redacting a Closed File To be written Edit Reasons Withdrawn For a variety of reasons e g change in access legislation archival coding conventions new donor restrictions it may be necessary to edit the codes and descriptions of reasons for withdrawal or redaction The reasons for withdrawal can be edited by selecting Options gt Edit Reasons Withdrawn Restrictions Restriction Description Natonal security Appointments to Federal offices Exempted by Statute Confidential commercial into Confidential advice Personal privacy Delete Cancel This dialog box allows you to select a Category of access restrictions PRA FOIA or Miscellaneous Then you can select a Restriction or Description and edit it You can also select a row and use the Delete button to delete the Access Restriction Finally you can add a Restriction Code and description using the Add Button Edit Document Type List You need to indicate the document type of a closed document A short list of document types is included with the initial installation You can see this list edit it and add to it by selecting Options gt Edit Document Type List E Edit Docu
115. ry utilities for the following file types dBase lll memo PKZip Archive You can add file repair utilities to the APT by selecting the Assoc File Type with Repair Utility option under the Options pull down menu Convert Files to Other Formats You may encounter a legacy file type for which there is not viewer As an alternative to writing a viewer for the obsolete file type you may want to consider converting the file to a current format for which there is a viewer For instance there is no viewer for Advanced Revelation Advanced Revelation databases are stored in two files with the same filename and two different file extensions Ik and ov There is a conversion package that runs under Advanced Revelation that will read the two database files and convert them to comma separated values dbase or XML formats which have viewers The file system containing the file to be converted must be loaded into the APT Step 1 Highlight the file that you want to convert Step 2 Select the Preservation Activity Step 3 From the File pull down menu select Convert Step 4 Select the target file format Step 5 Select Go Step 6 The file will be converted and stored with the name Converted filename Step 6 Preservation Converted File will be added to the file section for this file in the Manifest N Ol Version 2 05 of the APT has conversion utilities for converting Source File s Target File Conversion Utility Advanced Revelat
116. s asked to recover the password of a PKZip password encrypted test file It displays some properties of the file and the recovered password oo Recovery Properties TR El x A File Details Passwords File Mame BASI lt P Path C Program Files4rchival Filtering Too PE Sample F S hats Recovering Difficult Print Details Identified Type Ap Archive Encryption Encrypted Registered Type Winzip File Comments Size 40 073 Created 1029 2002 1224217 AM Modified 1029 2002 1224 22 AM SHA Hash SCF FOS 4404C026F 4F SF 68245970091 207006 E El Identification Complete b MOS Hash C46553964920E 428051 5C9E2F91 BEF 3 Hash Time 1029 2002 12 29 01 AM E Hazh Complete Profile Default B Comments A H eh Recovery Complete O It recovered the password security used to encrypt the files internal to the zip archive in just a few seconds Step 4 You can open the file using a copy of the original application used to encrypt the file and use the password to decrypt the file Step 5 The file can be viewed with Quick View Plus and copied back to the file system with a different file name but associated with the original password encrypted file Step 6 The password is recorded in the manifest as is a record of the fact that the file was decrypted The copy of the encrypted file in temporary storage not the original in the file system is erased You can add password recovery utili
117. sidential Records but restricts access to some kinds of information Access to private papers donated to an archives by individuals or organizations may be restricted due to the conditions of the donor agreements Archivists must review Presidential records and Donor documents for these access restrictions Archivists need assistance in reviewing Personal Computer files and in recording the results of their review A file system should be reviewed only after filtering arrangement and preservation activities have been performed if needed The file system that is loaded will be contained in a TAR archive file with metadata in a manifest indicating the file type and order of records in a folder The Review Menu There are six pull down menus available from the main Review menu The Activity View and Help pull down menus are explained in the section Exploring a File System and are the same for every activity File In addition to supporting opening of a file system to be reviewed and closing or saving the file system reviewed this menu supports transferring files out of the file system that are not records and creating a reference copy of opened and redacted files in the reviewed file system oO dal Archival Processing Tool C Program Files Arc File Activity View Access Options Help Open Chrl 0 Close save wP SO ae 89021400 doc Mans Ete 39030906 doc Greate Reference Gon Exit Action There are three a
118. t e g Eudora uses a file s MIME type to communicate to a recipient User Agent the file type of attached files The receiving User Agent maintains a mapping of MIME types to applications that can interpret and display a file of that MIME type When a web browser retrieves a file from a server the server provides the MIME type of the file The web browser uses the MIME type to determine whether the file type can be interpreted and displayed by the browser s built in capabilities or if not whether a helper application is available to interpret and display or play the file In the Windows 2000 operating system file name extensions are associated with file types and file types with programs that can open the file For instance files that have the txt or log extension are of the file type Text Document and can be opened with any text editor e g Notepad The mapping can be seen under the File Types tab of the Folders Options of the Control Panel or the Tools option on the menu bar of Windows Explorer To see the current file types recognized by the APT and the file extensions and MIME Type associated with each file type and the viewer or helper application associated with that file type select the Assoc File Type with Viewer option under the Options pull down menu pacify helper applications for different file types Description E Hew Type Text Document TGA image file Edit TIFF image file TMP File eMGve TrueType Collecti
119. tellectual and physical control over the personal computer records received created and used during the administration of President George H W Bush This prototype was developed by analyzing the archival work processes of the Bush Presidential Library and Museum and then designing and object oriented system to support these work processes It was further refined through experiments in processing the actual Personal Computer PC files from the Bush Presidential Administration It will be refined based on the archivists experience in processing the Bush PC records It is currently being extended to include advanced technologies to support archivists in review of electronic records extension of directory names to more descriptive folder titles and summarization of record series The APT prototype supports the identification of functional and information requirements for processing legacy personal computer records saved in file systems It represents initial steps in the process of understanding the requirements for the Electronic Records Archives ERA of the future We appreciate your participation in this research project and welcome your feedback Email William underwood gtri gatech edu Archival Workflow Upon receipt of containers for transferred electronic records a process begins that will result in many the records being accessible to researchers but others being temporarily inaccessible to the public due to Freedom of Information A
120. the APT The APT attempts to erase all temporary files upon exit and Quick View Plus may still have one of them open This causes the error message Error in File Type Identifier 9 4 Corrective Action It is necessary to unregister the DLL and then reregister it Select Start and then Run Enter Regsvr32 u C Program Files Archival Processing Tool VBATT dll and select OK You should see the message DilUnregisterServer in C Program Files Archival Processing Tool VBAT T dll succeeded Remove the u parameter from Regsvr32 command but leaving the same quoted path to the DLL and select OK You should see the message DilregisterServer in C Program Files Archival Processing Tool VBAT T dll succeeded Retry selecting the Archival Processing Tool There is a Quick View Plus Icon magnifying glass in the lower right hand corner of the desktop Point to it with the mouse right click the mouse and select Exit Quick View Plus Alternatively ignore the error message The APT erases the files when it reenters when Quick View Plus no longer has control of the files Make a copy of the file system that was being filtered Break the file system into two roughly equal parts and run the file type Filter on each part Typically the error will occur in one of the parts Break the part that has the error into two parts and run the file type filter on each part etc until you find the
121. the X on the title bar If you have performed any of the APT activities information about the files in the file system may have changed If you have not saved the file system and its metadata you may be asked if you want to do so k Archival Processing Tool MetaData has changed Do you want to save changes Accession Two tools are used in the process of accessioning electronic record series the Accession Tool previously developed by the Bush Presidential Library and the Archival Processing Tool From the desktop select the Accession Tool A screen similar to the following will be displayed The Accession Register contains databases and forms to use during the accession process The same tool is used for accessioning electronic records as is used for accessioning electronic records ds Accession Register Database a Dj x ON a e S o E Create table in Design view Create table by using wizard Create table by entering data Queries Reports Pages Macros Modules One should first select Forms Objects and then Accession Register The following form shown in two parts will be displayed This is a form developed by the Bush Presidential Library with minor modifications for accessioning electronic record series BUSH PRESIDENTIAL LIBRARY ACCESSION REGISTER Accession Number 2003 0001 Accretion Number FS Date of Receipt 5 6 1996 Date Logged In Poo Logged By Donor I
122. ties to the APT by selecting the Associate File Type with Decryption Utilities Option from the Option pull down menu Repair Corrupted Files During processing you may encounter a file that can be read and recognized by Quick View Plus but cannot be displayed properly For example Quick View Plus displays a message that it cannot display the file or display a blank screen A loop may occur in the document so that moving the cursor down brings you to an earlier part of the document The file header or function codes in the text of the file have been corrupted lt may be possible to repair the file using a file repair utility The file system with the corrupt file should be loaded Step 1 Select Preservation from the Activity pull down menu Step 2 Find and highlight the corrupted file Step 3 Select Repair from the File pull down menu Step 4 If the file type is known and there is a file repair utility for the file type of the highlighted file an attempt will be made to recover the file a Ifthe file is recovered the repaired file will replace the original file You should view the file to check that it has been recovered kh b If you are told that the file could not be repaired you may want to try extracting the text from the file See Convert Files to other Formats Step 5 In the Manifest Preservation Repaired File will be added to the file section for this file In version 2 05 of the APT there are file recove
123. ting the Report on International a Agreements February 14 1389 Dear Mr Speaker Dear Mr Chairman Pursuant to Section 706 of Public Law 95 426 1 U S C 112b b I transmit herewith a report prepared by the Department of State concerning international agreements sincerely George Bush Note Identical letters were sent to Jom Wright Speaker of the House of Representatives and Claiborne Pell chairman of the Senate Foreign Relations Committee v 4 y WordPerfect 5 1 5 2 The contents of 89021400 doc The document displayed is from the Bush Public papers It is displayed with a file viewer not the original application that was used to create it The name of the original application and the file type is shown in the lower left hand corner A second way to view a file is to highlight the file name and press the right mouse button A menu will appear that contains an option Quick View lf you select this option the file will be displayed with the Quick View Plus file viewer A third way to view a file is to highlight the file name and select Quick View from the View pull down menu on the menu bar The file will be displayed with the Quick View Plus file viewer Quick View Plus Options The Quick View Plus Options should be as follows In Quick View Plus select View Options General 1 Display Quick View Plus logo on startup should not be checked 2 Auto Should not be checked 3 New Views have a File Navigation Pane should
124. tion that the electronic records do not include viruses Failing to do so can result in infection of other files in the Archives and might result in reintroduction of the virus into the wild at a later date when files are distributed to researchers Consequently any record series read from floppy or CD ROM is automatically checked for security markings and computer viruses Furthermore any record series that are transferred over the Internet should be stored on a separate hard disk or other medium different from those containing accessioned in process or processed electronic record series This capability is demonstrated by 1 Insert the PERPOS Accession Demo Disk or CD ROM in the Floppy Drive or Compact Disk Drive 2 Select Accession from the Activity pull down menu 3 Select Load from the File pull down menu 4 Then select folder Virus Detection Demo To demonstrate the capability to detect security markings in files to be accessioned 1 Insert the PERPOS Accession Demo Disk or CD ROM in the Floppy Drive or Compact Disk Drive 2 Select Accession from the Activity pull down menu 3 Select Load from the File pull down menu 4 Then select folder Security Markings Demo Scheduling Work The next activity in processing accessioned electronic record series is for the Supervisory Archivist to schedule archival work 1 Open the Archival Register and the Container table to determine which archival accessions remai
125. to file system depending on the configuration of application software in the filing system The following shows the contents of one of these files AUTOEXEC BAT a DOS batch command file COW WINDOW Sinet start ECHO OFF SET COMSPEC CADOS COMMAND COM SET PATH C WINDOWS CDOS Co wbhlwbd CADOSIBATS SET QBACKUP CADITTONDOS PATH CADITTONDOS PATH Y LH L 1 16944 SHARE L 500 F 5100 set ROOTOIR cAMkKS set TMPDIR c temp SET TMP CATEMP SET TEMP CATERMP SET BASG AEW SET WINPMT felsfe Hfe mfe kiindows Shelfpfelmfelufnfg SCANDISK E NOSUMMAR LH CADOS SEMARTOR EXE La 2046 126 PROMPT fpf LH L 1 36944 CAVVINDOVVE MISCOES EXE Sd rie d004 mi 10 A fe CAimouseimouse COM LH L 1 6304 CADOSIDOSKE COMI wir Other examples of files created to communicate with the operating system are other DOS batch command files CONFIG SYS a DOS hardware configuration file Windows Program Initialization Files ini and Windows 3 1x Windows 95 and Windows NT Installation Information Text Files inf One could block these filters using the OS App hash code filter but that would be an ineffective method of filtering as each filing system filtered would likely have a different AUTOEXEC BAT file A mixed strategy of filtering on OS APP hash codes and the DOS Command Batch Text and DOS Hardware Configuration files is a better approach Define OS App Hash Code amp File Type Filter You can construct an OS App Hash Code amp File Ty
126. ts path in a file system its length the date it was last modified its file type and its sha 1 message digest To view a file s properties Step 1 Using your left mouse button click the plus signs to open folders until you reach the file you wish to open Archival Processing Tool C Progr n File Activity View Options Help Ea PC Files Test Suite HE ARCHIVE a WPS5IDOS E 89030906 doc BE Encrypted WPS doc Step 2 Highlight the file name and click it once In the right plane you will notice that the file s properties are listed You can confirm the file s path the date it was last modified the file type and the SHA Digest or its Secure Hash Algorithm This SHA is a unique identifier calculated to the file by the APT Archival Processing Tool Cs Program Files Archival Processing Tool PC Files Test Suite AS PC Files Test Suite ae ARCHIVE Path PC Files Test Suite wP51 005489021 400 doc 5 0 WPSIDOS Last Modified Trea 2002 3 07 26 PM E 89021 400 doc File Type WordPerfect 5 1 Document E 29030906 doc 5H Digest AECE 318107201511 74E4E8B70F067D2FB3B H E Encrypted WP51 doc button A menu will appear Select the properties option and a File Property dialog box similar to the following will appear Bi File Properties WordPerfect 5 1 Document E a A third way to view a file s properties is to select the properties option from the View pull down menu on the menu bar B File Properties W
127. ull Size or Fit to Window Width is best for reading the text and for creating a document image when redaction is needed Viewing Archive Files Quick View Plus can display the file structure display the files and extract the files of a number of six types of archive files namely GZIP Microsoft Binder LZA Self Extracting Compress LZH Compress TINE TAPS o E A cet A A Zip Daytime tar Quick View Plus File Edit View Archive So Window Help Font Size t Modified E39 Daytia view This File pa inde Extract This File 1 971672000 6 56 PH 38 PH 5d PH 5d PH 32 PH 24 PH 10 PH 13 PH 00 PH 14 PH 10 PH CALP Extract Selected Files a o dr eee CALE arena icon e grigi CALENDER a 4717 791 CAL WPH 1273790 CALTODO FRM 10 290 LOCAL WPM 1726 91 LGCALDO FRM 172691 LGCALPRT FEH 1726 91 LOTODO WPM 172691 TODO WPM 4 1791 E 0 0 0 0h E 0 0 Q CA You can view the files by highlighting the file name and double clicking the left mouse button It is recommended that you do not extract the files from these archives using Quick View Plus as the APT recognizes a much larger set of archive file types and provides the capability to extract files from these archives using the Extract option on the Files pull down menu Viewing Bitmap or Drawing Files After viewing a bitmap file BMP GIF TIP JPEG or drawing file DRW CHT CGM PIC you can adjust the display to fill the entire screen
128. vity will be displayed a Archival Description Tool 2 10l x Edit View Help ajax e Bt National Service Office of ja i i Homstead Jeffrey A D Title Fress Releases ORME Press Releases Scope i P E Hers Summary Office A Fite Inclusive Start Date 344 2 992 08 Operations White House Inclusive End Date 1 14 1993 Date Note vse Gi Personnel Office white Hou aren q Ge Photographic Office White _ access Restriction Note E Gi Policy Development Office c Arrangement DOS Directory EE Policy Planning Office of GE Political Affairs Office of wf President Office of the wf z F 9027 2008 5 59 PM 2 2 Browse the organizations organizational units and possibly Person s Names until you find the relevant record series Highlight the name of the series Select open from the File pull down menu The file system structure of the record series will be displayed 3 To display a different record series select close from the File pull down menu and repeat the previous step Copy Record Series to Work Area for Preservation or Review If preservation operations are needed on the record series or closed or redacted documents need to be reviewed due to expiration of PRA restrictions or FOIA exceptions you make a copy of the record series With the record series is opened as described in the previous section select Copy to Work Area from the File Pull Down menu The following dial
129. w each of these files to confirm that the file types you have selected to include in the filter are indeed those of operating system or software application files Manually Filtering the Files Passed through the File Type Filter The Passed files should be examined manually as described in the section Filter Manually View the file types of passed files View the individual files Move operating system and application software files to left windowpane You will not be prompted as to whether you want to add the hash code of the moved file to the OS App Hash Code Filter because you are not filtering on OS App hash codes Continue this process until all that remains in the right window pane are files that users created used or received in carrying out their primary business responsibilities Transfer the blocked files out of the current file system and save them in a TAR file in the Library directory Saving the passed files in the Work in Process directory Save the File Type Filter Filter on OS App Hash Code and File Type If the goal is to separate operating system and application software files from files created by users in the course of performing the primary business responsibilities one will find that there are some files that are created by users for communicating with the operating system or software applications These are not files that need to be preserved as records Furthermore these files will differ from file system
130. xists Do you wank to replace it Do not save a file system that has been filtered with the same name as the file system that was loaded You may save file systems that are being processed with the same filename but the previous version will be replaced All file systems are saved in a single file of file tyoe TAR Archive In addition a METAINF directory is added to the file system that contains a file named manifest mf See Viewing the Manifest of a File System Viewing the Manifest of a TAR Archive If an archivist has used the APT to save a file system the file system will be saved in a TAR archive file and it will also have a manifest file At a minimum the manifest contains the names of directories in the file system the names of the files the file type of each file and a message digest for each file The message digest is computed from the file using the Secure Hash Algorithm SHA 1 The APT uses it to check that the file has not been inadvertently or purposely modified since an archivist last saved it h If the file system has been rearranged there may be an attribute Original Path If the file system has been reviewed and saved each file that has been reviewed will have additional attributes Access Open Closed Redacted and if Closed Reason for Withdrawal Date of Withdrawal Subject Author and Archivist initials If the file system has been described the entire file system may have attributes Organization Offi
131. you have loaded a file system that needs to be filtered and have selected the Filtering Activity You can load a previously created OS APP Hash Code filter and select the Filter on OS App Hash Codes option Using this action the hash code of each file in the loaded file system will be computed and compared to the hash codes in the filter Those that match the filter will be automatically blocked and those that don t match will be passed Loading a Filter From the Filter pull down menu select Load You will see the filenames of several filters with the filename extension flt O 0 Load Predefined Filter File E 7 x Look ir E Archival Frocessing Tool de t re Exa PC Files Test Suite la File Type Filter ft History a NSRL RDS Hash Code Flt A EOS App Hash Code Flt Desktop Os App Tutorial Filter Flt a OSAppHash amp File type fit Fi 05 App Hash Code fl Open A ile name pp Hash Code m Files of type Filter File Flt nd Cancel My Network F Open as read only ve The filter OS App Tutorial Filter flt is the one created during the process of understanding the Manual Filtering process The Filter OS APP Hash Code flt contains the hash codes and descriptions of several thousand operating system and software application files that have been identified during experiments with the Bush PC Hard Drives It is recommended that you use and extend this filter since doing so will save you

The Archival Processing Tool: User`s Guide, Version 2.06

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