Infinity - Ingest Instructions

Introduction

Infinity is the process for FamilySearch records acquisition, digitization, and publication. Some of the Infinity goals include:

• Publishing digitized records on FamilySearch.org within 48 hours.
• Enabling guests worldwide to discover, gather, and connect their families.
• Publishing records through localized centers.

The ingest, or upload, process is a vital part of preserving records and making records available to guests on the FamilySearch website and mobile apps. When images are captured by camera, they are loaded onto a hard drive. The hard drive is then uploaded at an ingest center so the images can be audited and published. Uploading the images correctly and checking for errors during the process will help ensure that the images are made available quickly and accurately for FamilySearch guests. As more images become available, more guests can discover, gather, and connect their families. Your role is important for creating an inspiring experience for all guests who connect to FamilySearch.

Learning Objectives

After reviewing this instruction, you will be able to:

• Explain the process for preparing and ingesting hard drives.  
• Demonstrate the steps to check for errors during the ingest process.
• Describe the practice of ingesting shuttle data correctly.  
• Explain the process for preparing and printing shipping labels.
• Determine the correct shuttle return location for packing and shipping a shuttle.

Preparing Hard Drives for Ingesting

You may be asked by your supervisor or manager to track hard drives for ingest center purposes. Always follow the directions for the ingest center as provided by your supervisor or manager.

To begin ingesting a hard drive, perform the following steps:

Step 1: Open the shuttle case.

Step 2: Connect each hard drive to a power source, and turn on the hard drive.

Step 3: Attach the appropriate USB 3.0 cable.

• The 3.0 black hard drives with fans use the standard blue USB 3.0 cable.
• The smaller black or silver 2.0 hard drives use the eSATA to USB 3.0 cable.

Note: A best practice is to place the black shuttle case on the floor below the physical hard drive to help keep the hard drive and case together. This is important because you will need to return the hard drive in the same case it was received.

Step 4: Turn on the hard drive.

Step 5: Log in to the ingest computer with the admin login: .\fhdroc

Step 6: Enter the correct password for the computer (see your lead or supervisor).

Note: You can also log in before connecting the hard drives.

Step 7: At the bottom of the computer screen, open the file explore icon.

Verifying the Hard Drive Used Space

If you are asked to do so, record the hard drive used space by performing the following steps:

Step 1: Right-click the hard drive icon found in the file explore window.

Step 2: At the bottom of the menu, scroll to Properties to bring up the drive properties.

Step 3: Look at the used space. For example, 262GB.

Checking for Errors

Each drive must be checked for errors. To check for errors, perform the following steps:

Step 1: While in the properties window, select the Tools tab.

Step 2: Click the Check button.

Step 3: Click the Scan drive link.

Step 4: Once the message appears that your drive was successfully scanned, click the Close button.

Note: If an error occurs when performing an error check, follow the prompts to repair the error. If the repair is unsuccessful, the hard drive needs to be sent to camera repair in Salt Lake City after being ingested. See the CrystalDiskInfo Disk Check section for more information.

Step 5: Close all file explore windows to avoid potential errors during ingest.

CrystalDiskInfo Disk Check

Each hard drive needs to be checked using the CrystalDiskInfo tool. To complete the Crystal Disk check, perform the following steps:

Step 1: On the computer desktop, double-click the CrystalDiskInfo icon.

Step 2: Select Yes when prompted.

Step 3: At the top of the CrystalDiskInfo window menu, find the external hard drive by hovering your mouse cursor over the drives listed.

Note: The external hard drive has a 5-digit name. For example, a hard drive connected to the computer’s G drive might show a name like G: 10162. Click on the appropriate drive.

Step 4: On the right, look at the Raw Values column. If the values are filled with zeroes, continue to the next step.

Example:

Step 5: Navigate to the Function menu.

Step 6: Select Advanced Feature.

Step 7: Select Raw Values.

Step 8: Click 10 [DEC] to make the numbers look normal.

Example:  

Step 9: Look at the drive attributes. If any of the raw values exceed any of the numbers listed below, the hard drive is bad and must be removed from the system.      

Step 10: Ingest the hard drive using the instructions in the Ingesting Shuttle Data and the Sending a Hard Drive for Repair sections. After the hard drive has been ingested, send the bad hard drive to:

Daren Hatch

Camera Repair—2LL

50 E. North Temple Street

Salt Lake City, UT 84150-0092

Note: You must attach a complete return address and phone number of your center to the hard drive.

Step 11: After a bad hard drive has been ingested and sent to camera repair, perform the following:

• Send an email to the camera operator informing them a new hard drive will be sent to them.
• The ingest center will send a replacement hard drive to the camera operator. Ingest centers should have 2 or 3 extra hard drives and cases for this purpose.

Step 12: Close the CrystalDiskInfo window, or continue to ingest other hard drives.

Ingesting Shuttle Data

Before beginning to ingest, close all file explorer windows to avoid errors. If the file explorer window is left open while trying to ingest, you will receive errors during the final processing of the ingest of the hard drive.

Step 1: On the computer desktop, double-click the Ingest Client icon.

Step 2: Sign in to your FamilySearch account.

Step 3: Each drive should be listed by the drive number. Select the blue upload button to begin ingesting.

Step 4: Click the blue upload button for each additional hard drive you have connected.

Note: You can hook up multiple drives at each ingest station. If there is more than one blue upload button and you select them all, the first selected drive will begin ingesting. Additional drives begin ingesting when the drive before it finishes. You may choose to ingest hard drives in any order. A best practice is to start with hard drives containing the least amount of data since they take the least amount of time to ingest.

Note: If the disk check failed, see the section titled Reporting Errors for Escalation.

Preparing and Printing Shipping Labels

We use a variety of shipping carriers to ship hard drive pelican cases (also referred to as shuttle cases). The shipping options may vary by location or multiarea. Follow the directions of the ingest center supervisor or manager to ship cases correctly.

The following instruction applies to those using FedEx as the shipping carrier. Use FedEx.com to prepare and print shipping labels. For ease of use, a best practice is to bookmark the FedEx web page used to create labels.

Step 1: Open FedEx Ship Manager.

Step 2: Sign in with your Church account username and password.

Step 3: Click the purple Login button.

Step 4: In the top menu bar, click Shipping.

Step 5: Select Create a Shipment.

Step 6: Above box 1, select the My Shipment Profile drop-down arrow.

Step 7: Find the address in the profile list from where you are returning the shuttle.

Note: Each camera operator’s address will need to be entered manually the first time to save it and create it as an option in the My Shipment profile list for future use.

Step 8: Verify in box 1 that the From address field is where you will receive it and the To address field contains the name of the individual who will pick up the shuttle.

Step 9: Box 2 will populate automatically if the correct profile is selected.

Step 10: In box 3, check the box to Include a return label.

Step 11: In the lower right corner, click the purple Continue to return shipment button.

Step 12: Verify the names and the correct FedEx holding address are listed in box 6.

Step 13: Verify that the address in box 7 is the address where the shuttle will be sent.

Step 14: In box 8, select the drop-down for Return label type and select Print.

Step 15: For the weight, type 8.

Step 16: Using the drop-down for Service type, select FedEx 2 Day.

Step 17: Using the drop-down for Package type, select Your Packaging.

Step 18: In the lower right corner, click the Ship button.

Step 19: Verify that the Outbound and Return Shipment addresses are listed correctly.

Step 20: In the lower right corner, click the Ship button.

Step 21: Unselect the blue checkmark next to Instructions. There is no need to print them.

Step 22: Click the purple Print button.

Step 23: Click the blue Print button to print the label.

Packing and Shipping the Shuttles

Because labels are placed on the shuttles with pouches using adhesive backing, there may be residue left on the shuttle case. A best practice is to remove the adhesive residue after removing the old label pouch to keep the case from becoming sticky and preventing labels from properly adhering.

Note: Labels can be printed and attached to the shuttle case at any time during the ingest process.

To pack and ship the shuttle, perform the following steps:

Step 1: Remove the old label pouch from the shuttle case exterior.

Step 2: Adhere a new FedEx pouch on the outside of the case.

Note: Your local FedEx office will provide pouches.

Step 3: Insert the printed shipping label into the pouch.

Note: The label needs to be folded in half to fit properly in the pouch.

Step 4: Verify that the address on the label you removed from the case is the same as the new label you have created to replace it.

Step 5: Place the hard drive in the case along with the following items:

• One empty FedEx pouch
• The return shipping label
• Two zip ties taped inside the return label

Step 6: Use two additional zip ties on the outside of the case to secure it before shipping.

Note: Ingest centers are responsible for providing and replenishing zip ties.

Step 7: Take the case to any FedEx facility for shipping.

Reporting Errors for Escalation

During the ingest process, you may occasionally receive a hard drive that shows an error while uploading. Errors need to be reported so the hard drive can be repaired or replaced.

Note: If you receive an error message with a code you do not recognize, ask your supervisor or manager for help finding a solution and identifying how to report the error correctly. Some errors may require contacting headquarters to resolve the issue.

Issues should be reported by performing the following steps:

Step 1: Using your workforce email account, compose an email to send to ingestsupport@familysearch.org. Copy any SMEs (Subject Matter Experts) by entering their email address in the CC field.

Step 2: In the subject line, type ROC—Computer—Issue.

Example: If you are at the Orem, Utah ROC, working at station 2, and receive a message stating there is a hard drive read error, your subject email line would read: Orem, UT—Computer #2—Hard drive read error

Step 3: In the body of the email, include the following information:

• ROC Name
• ROC Location
• Operator or Volunteer Name
• Contact Phone Number
• Email Address
• Server Name, IP, and Station (Leave the shuttle attached.)
• TeamViewer (Indicate whether you have the tool and if it is set up with the static password so engineers can access the issue if you are not in the office.)
• Best Time to Contact You (If needed. Use your time zone.)
• Project Name
• Hard Drive Name
• Description of the Issue

Step 4: Attach (or include in the body of the email) any screen shots of the errors displayed.

Note: You may want to save Steps 3 and 4 as an email template to avoid having to type the information in an email each time. All information in Steps 3 and 4 must be included for an issue to be escalated. If some of the information is not provided, you will be contacted for further details and delay how quickly the issue can be resolved.

Step 5: Send the email.

Note: Once the issue has been sent by email for escalation, it will be addressed through a Jira process. If additional information is needed from you, you will be contacted by the individual working on the escalated issue.

Sending a Hard Drive for Repair

After you have composed and sent the email with the proper information, send the hard drive to Camera Repair by performing the following steps:

Step 1: Unplug the power to the hard drive.

Step 2: Remove the hard drive from the cable attaching it to the computer (if you have not already done so).

Step 3: Pack the hard drive into the correct shuttle case.

Step 4: Create a label to ship the shuttle (carriers may differ by ingest center).

Step 5: Include the ingest center’s return address.

Step 6: The address in the To field on the label should read:

Daren Hatch

Camera Repair—2LL

50 E. North Temple Street

Salt Lake City, UT 84150-0092

Step 7: Adhere the label to the shuttle case.

Step 8: Take the shuttle to the appropriate drop-off center.

Note: You may want to refer to the Preparing and Printing Shipping Labels section.

Shuttle Pickup

Depending on your center, shuttles may be shipped to a nearby FedEx office for pick up rather than being delivered to the center’s address. Using a lead or assistant name in the address authorizes that individual to pick up shuttles from the local FedEx office using proper identification. A best practice with any carrier is to coordinate with them to understand what identification a volunteer needs to provide to pick up shuttles. Each ingest center may determine what method of shipping and receiving shuttles works best for them.

For example, the Orem, Utah ingest center might use an address at their local FedEx office using the name of the ingest center as follows:

NA FamilySearch Records—Orem

70 North 1200 West

Orem, UT 84057

Summary

Hopefully, you are beginning to understand how your effort and time completing the ingest, or upload, process is vital to preserving and making records available to guests on the FamilySearch website and mobile apps. Your desire to upload images correctly and check for errors ensures that images are made available quickly and accurately for FamilySearch guests. We wish you the best as you continue to be a part of creating inspiring experiences for all guests who connect to FamilySearch.