The pre-ingest phase refers to the preparation activities carried out by a Producer before submitting digital materials to a repository. Its main goal is to ensure that Submission Information Packages (SIPs) are created in accordance with the repository’s requirements, thereby facilitating a smooth and reliable ingest process.

This phase typically includes the following activities:

Submission Agreement

The Submission Agreement defines the formal relationship between the Producer and the Repository. It establishes:

  • The types of content to be submitted;
  • The legal, technical, and procedural requirements;
  • The responsibilities of each party;
  • The expected structure and format of the SIPs.

This agreement is typically documented in writing and must be accepted by both parties before content can be submitted.

Content Organisation

As part of the submission agreement process, the Producer is usually authorised to deposit content into specific areas of the repository, based on a classification plan (e.g. a hierarchical structure used to organise content within the repository).

The repository provides a base Classification Scheme in machine-readable format, which helps Producers prepare their SIPs in line with the repository’s internal organisation.

This file can be downloaded and imported into RODA-in, a tool designed to assist in the preparation and structuring of SIPs.

📎 Download classification scheme

SIP Preparation

The Producer is responsible for creating one or more Submission Information Packages (SIPs), in accordance with the specifications set out in the submission agreement. Each SIP must:

  • Contain all required content and associated metadata;
  • Follow the structural and technical guidelines agreed upon;
  • Be packaged in a format accepted by the repository (e.g. E-ARK, BagIt).

To support this task, different tools are available depending on the Producer’s workflow preferences:

RODA-in

For users preferring a graphical interface, RODA-in provides a user-friendly way to:

  • Organise content and metadata;
  • Assign collections and categories;
  • Validate package structure;
  • Export SIPs in the appropriate format.

Command-Line Tools and Libraries

For automated or large-scale workflows, several open-source tools and libraries are available to prepare SIPs via command-line or scripting environments:

  • Commons-IP - A Java-based command-line tool and library for creating, validating, and converting OAIS Information Packages. Supports multiple packaging formats including E-ARK (v1, v2.0.4, v2.1.0, v2.2.0), BagIt, and Hungarian type 4 SIP.

  • .NET E-ARK SIP - A CLI tool and .NET library to generate E-ARK compliant SIPs. Ideal for integration with Microsoft-based environments.

  • eArchiving Tool Box (EATB) - A collection of Python-based tools developed under the E-ARK project for the creation of SIPs and other information packages, supporting scripting and batch workflows.

🛠️ These tools are recommended for institutions with high volumes of content or complex automation needs.

Transfer of Materials

Once SIPs are prepared, they must be transferred to the repository. SIPs are first placed in a quarantine area where they await validation and processing by the repository.

There are several supported transfer methods:

HTTP Transfer

  1. Log into the repository’s web interface using your credentials.
  2. Navigate to Ingest > Transfer and access your personal folder (create one if necessary).
  3. Upload your SIPs.
  4. Notify the repository staff that the material is ready for ingest.

FTP Transfer

  1. Connect to the provided FTP server using your credentials.
  2. Optionally create a folder for your ingest batch.
  3. Upload your SIPs.
  4. Notify the repository that the SIPs are available.

Physical Media Transfer

  1. Save the SIPs to a physical medium (e.g. USB drive, external hard disk).
  2. Deliver it to the following address: [Repository address]

⚠️ Ensure media is labelled clearly and that its integrity is verified before delivery.

Ingest Process

After transfer, the repository will initiate the Ingest process. This process includes the following steps:

  • Receipt and validation of SIPs;
  • Quality assurance to ensure compliance with format and metadata requirements;
  • Generation of Archival Information Packages (AIPs) for long-term preservation;
  • Extraction of Descriptive Information for indexing and search in the repository’s catalogue;
  • Update of Archival Storage and Data Management systems.

The ingest process ensures that all content is correctly archived, discoverable, and preserved according to established policies.

Notes

  • The SIP must not include content or metadata outside the agreed scope.
  • The repository may reject SIPs that fail validation during ingest.
  • An email may be issued to notify Producers and repository staff of any ingest process.
  • Contact repository staff for support with RODA-in or transfer issues.