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Can be replaced easily in case of loss.How easily can digital assets in this group be replaced in case of loss? Check all that apply.
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Remember to divide assets into multiple groups if a group is not sufficiently homogeneous to answer questions easily. Inventory template section B: Detailed information for each digital asset groupįor each of the digital assets identified in Section A, complete the lists and tables below.
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Minimum Number of Copies of Assets in this Group (if multiple copies are kept) what is the group used for, how does it differ from similar identified groups).Īpproximate Number of Digital Assets in the GroupĪpproximate Amount of File Space Required to Store Group Summary of digital asset groups in your institution – to be completed by institution staff. Include a brief description for each, as well as the approximate number of assets in each group, and the approximate amount of file space required to store the entire group. Identify all groups of digital assets held by your institution. Inventory template section A: Summary of digital asset groups To use the template, either print it to be completed by hand, or cut-and-paste it into a word processor of your choice. If several questions require multiple answers for the same group, you should consider dividing the group and filling out section B for each newly divided group.įor example: If you have intangible heritage multimedia (video and audio recordings) that is originally classified as one Asset Group, and it becomes apparent that the way in which the audio and video files are treated, used or stored is different, you should divide the group into two new groups: Intangible Heritage-Audio and Intangible Heritage-Video. In general, while filling out section B, answers to all questions for a given group should (for the most part) be the same. Section B of the Inventory Template: Detailed Information For Each Asset Group provides more information for each digital asset group, and it should be completed for each group identified. Likewise, a single record within a Collections Management System represents a digital asset, and the entire inventory within that system could be considered a digital asset group.
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digital material created by your organization which must be maintained for long periods of time, such as audio guides, acquisition files, intellectual property agreements, contracts or correspondence with donors.Ī digital asset group consists of all digital assets used for a specific purpose, having the same (or similar) file format(s), being used by the same (or similar) software, and being used in the same way, etc… for instance, a single record from a collections management system in the institution represents a digital asset, whereas the collections management database constitutes a digital asset group.a copy of the computer file(s) containing your organization’s collections management system or.a digital copy of an artefact, where your organization holds both the original physical artefact (such as a sculpture or a diary) and the copy (whether created by scanning or photographing an object with a digital camera).any digital copy of an artefact for which your organization does not hold the original (such as a digitized copy of an analog photograph).any artefact originally created and acquired in digital form (born digital) such as a digital photograph, digital video or computer game.This section needs to be completed once only.Ī digital asset is a single computer file, or group of computer files, the content of which is valuable to your organization. Section A of the inventory template: Summary of Digital Asset Groups helps identify specific groups of digital assets held by your organization. Inventory Template Section B: Detailed Information for Each Digital Asset Group.Inventory Template Section A: Summary of Digital Asset Groups.Excel version of this templateĭownload Excel Version Here. See Framework for a Digital Preservation Plan for further details on how this and other documents are used as part of your institution’s digital preservation activities.ĬHIN would like to thank Yvette Hackett, Louise Renaud, Gordon Carter, Tania Aldred, Paul Durand, and Tim Mark for their contributions to this document. Taking stock of this material is generally done during the scoping stage of a digital preservation project, where the activity helps project managers identify the degree of need for a digital preservation plan, and to determine how much work is involved. Such resources could be administrative documents, digital photographs of the institution’s holdings, or collections management records. This digital preservation inventory template can be used by cultural heritage institutions to take stock of the digital resources currently held.