• Verification process of comparing the actual

content of records to those portions of the supporting documentation that provide the file structure and coded values of relevant portions of the record.

• ImportanceVerification at the time of transfer is necessary because deficiencies and inaccuracies in the records may be impossible to correct once systems become inactive in the agencies.

Electronic and Special Media Services Division200,000 files

Software independent ASCII or EBCIDIC• Agricultural Data• Attitudinal Data• Demographic Data• Economic and Financial Statistics• Education Data• Environmental, Scientific and Technologic Data• Health and Social Services Data• International Data• Military Data• http://www.archives.gov/research_room/center_for_electronic_records/table_of_contents.html

Accessioning Process

TransferFirst-Time Copying

VerificationDescription Package

Transfer Media

Archival Preservation System (APS)

Cool Storage - 3480 Cartridges

AERIC System2,000 files annually

Documentation Package

Documentation Vault

AERIC Architecture• Operational since 1990• Constant Upgrades• Oracle 8i-based• Sun Ultra Enterprise

450 server • Two dozen clients

AERIC File TypesASCII or EBCDIC

• Fixed Field, Fixed Length Records

• Delimited Field, Variable Length Records

• Tagged Textual Documents

RG319.EGLF.FY83Fixed Field, Fixed Length Records

FOOD.STAMP.HHLD90Delimited Field, Variable Length Records

FEDNOTE88.DATTAGGED TEXTUAL DOCUMENT

Table: ENLIST_G_L_82_83_LS1

Lessons Learned

Finds metadata (documentation) problems

• Best with many files per few layouts

• Use sampling techniques

• Improvements never keep pace with needs

Contact Information• Greg LaMotta• NWME, Room 5320• 8601 Adelphi Road• College Park, Maryland• 20740• USA

• <greg.lamotta@nara.gov>• 001-301-837-1898