Archives - Electronic Records

E-Records Resources:

Managing and Preserving Email
Descriptive Metadata for Electronic Records
State Archives Digitization/Scanning Standard
Transferring State And Local Government Records to the State Archives
Zip File and Secure File Transfer System Tutorial - Video

State Archives Digital Preservation Policy Framework

ITD - Records Management's Electronic Records Management Guidelines

Transferring Electronic Records to the State Archives

Transfer: Please email archives@nd.gov to arrange the method of transfer: FTP, CD, DVD, flash drive, etc. If using a FTP site, please notify us when the data is available to download. If you have files on older media such as floppy discs, please let us know.

Transfer instructions FTP

Transfer Instructions Removable Media

Documentation: Fill out the Electronic Records Transfer Form SFN 60838 (5-2015). Please note that this form needs to be completed and submitted with every electronic records transfer to the archives. Each record control number transfer needs a separate form. Detailed instructions for filling out the form are on the back of the form.

File Naming: Please follow our approved file naming conventions below.

File Formats: The Archives can support some file formats better than others. For this reason, we recommend conversion to these file formats before transfer. See below.

Other considerations: Please inform archives staff of any other issues that may affect our ability to transfer, manage, preserve, or provide access to the records. This may include the presence of restricted records, passwords or encrypted files, technical information such as the need for specialized hardware or software to open the files, unique or specialized file formats, data loss or damage to the files,  or anything else that we should be aware of.

Please contact archives staff archives@nd.gov with the following information:

1. Are you the author or creator of the materials being offered, or did you scan the documents you are offering?
2. Are your files named according to the State Archives' naming conventions (see below)?
3. Are your files saved in one of the State Archives' approved file types (see below)? At what resolution are the images?
4. How can you deliver the files to us?
5. Can you provide us with additional information about the creation and content of the materials being offered?

Best ways of transferring digital manuscripts
Please email archives@nd.gov to arrange the method of transfer. Our preferred methods for exchange of digital manuscriptss are by CD, DVD, flash drive or FTP site. If using a FTP site, please notify us when the data is available to download. If you have files on older media such as floppy discs, please let us know.

Frequently asked questions about donating digital manuscripts

Please contact archives staff at: archives@nd.gov with the following information:

1. Is this a born-digital image from a phone or camera or was it scanned?
2. Did you take the photograph? Or, is the original in your possession?
3. Are your files named according to the State Archives' naming conventions (see below)?
4. Are your files saved in one of the State Archives' approved file types (see below)? At what resolution are the images?
5. Have you removed duplicates and images of poor quality (blurry, out of focus, etc.)?
6. How can you deliver the files to us?
7. Can you provide us with additional information about the content of the photographs?

Best ways of transferring digital photographs
Please email archives@nd.gov to arrange the method of transfer. Our preferred methods for exchange of digital photographs are by CD, DVD, flash drive or FTP site. If using a FTP site, please notify us when the data is available to download. If you have files on older media such as floppy discs, please let us know.

Frequently asked questions about donating digital manuscripts

State Archives Approved File Formats

State Archives File Naming Conventions

*Please refrain from using punctuation such as periods in file names, and aim for succinct file names. Dates should be entered YYYY-MM-DD.

Address:
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Bismarck, North Dakota 58505
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Hours:
State Museum and Store: 8 a.m. - 5 p.m. M-F; Sat. & Sun. 10 a.m. - 5 p.m.
We are closed New Year's Day, Easter, Thanksgiving Day, and Christmas Day. We are closed at noon Christmas Eve if it falls on Mon.-Thurs. and are closed all day if it falls on Fri.-Sun.
State Archives: 8 a.m. - 4:30 p.m. M-F, except state holidays; 2nd Sat. of each month, 10 a.m. - 4:30 p.m. Appointments are recommended. To schedule an appointment, please contact us at 701.328.2091 or archives@nd.gov.
State Historical Society offices: 8 a.m. - 5 p.m. M-F, except state holidays.

Contact Us:
phone: 701.328.2666
email: history@nd.gov

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