Collection Management Records in the Hadassah Archives

Series I: The paper guides were digitized and converted into PDFs in 2015. Optical character recognition (OCR) was applied to the PDFs and a watermark, "For historical reference only," was added to the pages of each guide. The guides were ingested into DigiTool and linked out via the finding aid. The “Guides to Access” were removed from three ring binders and placed into archival, acid-free folders.

Series II: Paper material. Duplicate material was discarded. Material with personally identifiable information was shredded. Arrangement and titles (subseries, folders) in Series II are based on Susan Woodland’s original titles. Most titles remain the same and only a few were altered slightly. Some boxes were replaced and nonarchival folders were also replaced.

Series II: Electronic material—Subsubseries 1: Email. The professional email of former-Hadassah Archivist Susan Woodland was preserved with the intention that it would be made available to researchers. In 2011, when she left this position, her email was preserved and backed up on the computer network at the Center for Jewish History (CJH) where the office of the American Jewish Historical Society (AJHS), a partner organization at CJH, is located. In 2015, the emails were exported to a .pst file from Microsoft Outlook. In 2016, the archivist converted the .pst file to .mbox files with Emailchemy and imported the files into ePADD, an open-source software email processing, discovery, and delivery platform. As of this writing (2017) the emails are being processed in ePADD with the intention of making the email available to researchers via the ePADD Delivery module in the near future.

Series II: Electronic material—Subsubseries 2: Hadassah files. The files comprising "Hadassah Record Group lists" are the result of archival processing. The original computer network folder (files and file structure) has been retained as the preservation master. An access copy was created and this copy was processed by the archivist. The original shared drive folder titled "Hadassah files" contains six subfolders, two spreadsheets, and one PDF. It is assumed the computer "arranged" the subfolders and unfoldered files in the following order: "audio reels jan 2001" (subfolder); "eadToPdf" (subfolder); "Hadassah and other helpful lists" (subfolder); "Israel Exhibition" (subfolder); "Logo" (subfolder); "Photographs" (subfolder); "ARCHVLOG" (Excel worksheet); "Donations" (Excel worksheet); "Guide to RG7 B1 F2 Teheran Childrens Series" (PDF). Folder and filenames were not changed (including misspellings). Duplicate files were deleted.

Some material was moved to other record groups ("audio reels jan 2001" to RG 25; "Photographs" to RG 18). Two Microsoft Office Excel 97-2003 worksheets, "ARCHVLOG" (a log of reference questions from 2001-2011) and "Donations" (a spreadsheet tracking donations to the Hadassah Archives from 2000 to 2011) contain personally identifiable information (PII) and were not included in the access copy in accordance to current privacy law. One subfolder, "eadToPdf" containing XSLT style sheets was also not included. Files located in the remaining subfolders and unfoldered files ("Hadassah and other helpful lists;" "Israel Exhibition:" "Logo;" and "Guide to RG7 B1 F2 Teheran Childrens Series") were complied into one grouping for ingest to expedite processing. PDF/A access copies of Microsoft Word documents and JPEG access copies of TIFFs were created. Digital photographs already in JPEG file format were not changed and were ingested as access copies.

Series II: Electronic material—Subsubseries 3. Hadassah record group lists. The files comprising "Hadassah Record Group lists" are the result of archival processing. The original computer network folder (files and file structure) has been retained as the preservation master. An access copy was created and this copy was processed by the archivist. During processing, duplicate files were deleted. Files from subfolder "rg 13 szold folder lists," containing Microsoft Word document with archival description, were dragged out of the subfolder (to expedite processing and ingest) and placed with the other files. Related record group lists originally located in "Old shared drive" and then in the subfolder "Finding aids" were transferred to this subsubseries. Microsoft Word documents and non-archival PDFs were converted to PDF/A format to be used as access copies. The original files, including Microsoft Word documents, Microsoft Excel worksheets, and PDFs, as well as the PDF/As were ingested into DigiTool and the view/access copies were linked out via the finding aid.

Series II: Electronic material—Subsubseries 4. Old shared drive. The files comprising "Old shared drive" are the result of archival processing. The original computer network folder (files and file structure) has been retained as the preservation master. An access copy was created and this copy was processed by the archivist. The original drive folder contained ten subfolders and nine Microsoft Excel worksheets. One subfolder, "new scope notes" contained one Microsoft Word document that was transferred to the subfolder “Finding aids.” Two Microsoft Office Excel 97-2003 worksheets, "ARCHVLOG" (a log of reference questions from 2001-2011) and "Donations" (a spreadsheet tracking donations to the Hadassah Archives from 2000 to 2011) contain personally identifiable information (PII) and were not included in the access copy in accordance to current privacy law. They also appear to be duplicates of the same worksheet found in "Hadassah Record Group lists" but have been retained in the preservation master. Within each subfolder duplicate files were deleted. Material with PII was not included in the access copy in accordance to current privacy law. The subfolder "Electronic archives" contained many subsub- and subsubsub-folders. The archivist dragged the files out of these folders but indicated the original file structure in the file title linked out via the finding aid. For example, an article within the subsubfolder "Articles" is now represented as "Articles - "From test tube to bedside" by Judy Siegel-Itzkovich (2010)." Some born digital and digitized material was transferred to other record groups. Files that would not open were not included in the access copy. Microsoft Word documents, Notepad documents, Microsoft PowerPoint presentations, and non-archival PDFs were converted to PDF/A format to be used as access copies. The original files, including Microsoft Word documents, Microsoft Excel worksheets, Microsoft PowerPoint presentations, Notepad documents, and PDFs, as well as the PDF/As were ingested into DigiTool and the view/access copies were linked out via the finding aid. In 2017, an additional 1.25 linear feet (boxes 29-31) were incorporated into the collection as Series X.

Series III: The CJH processing files were originally created in Microsoft Word (.doc) and Notepad (.txt) and were later converted to PDF/A format (preservation standard of PDF). The "Central Files Abbreviations" and "Married Names Cheat Sheet," lists were digitized into PDFs and later converted to PDF/A format.