4.2.3 Document final disposition of all SIPs

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4.2.3 Document final disposition of all SIPs
Status Ready for review
Compliance Rating Fully compliant
Responsible

The repository shall document the final disposition of all SIPs

Supporting Text

This is necessary in order to ensure that the SIPs received have been dealt with appropriately, and in particular have not been accidentally lost.

Examples for Meeting the Requirement

System processing files; disposal records; donor or depositor agreements/deeds of gift; provenance tracking system; system log files; process description documents; documentation of SIP relationship to AIP; clear documentation of how AIPs are derived from SIPs; documentation of standard/process against which normalization occurs; documentation of normalization outcome and how the resulting AIP is different from the SIP(s).

Discussion

The timescale of this process will vary between repositories from seconds to many months, but SIPs must not remain in an unprocessed limbo-like state forever. The accessioning procedures and the internal processing and audit logs should maintain records of all internal transformations of SIPs to demonstrate that they either become AIPs (or part of AIPs) or are disposed of. Appropriate descriptive information should also document the provenance of all digital objects.

Evidence Provided:

SIPs, represented by the original bag file, are deleted after processing. The process is described in the documentation on Definition of an AIP and its subsection Transforming SIPs into AIPs.