Include only information that pertains to the level being described. At each hierarchical level, give only information relevant to that particular level. For example, do not provide an administrative history for an entire department if the creator of the materials being described is a division or branch. If you are describing the contents of a series, put that information at the series level, not at the accession level above it or the file level below it. The collection level description, which includes the high-level description, is required for all finding aids. Descriptions can then either proceed directly to the second, third, or lowest levels, depending on the complexity of the collection (e.g., collection level description to item level description), along with intermediary component levels if necessary (e.g., collection level description, series level description, and item level description. Workflow Identify a collection to process in consultation with the Archivist and/or Head of Special Collections. Gather and review all documentation about the collection in the collection files. Become familiar with the individual, family, or organization that created or collected the materials. Become familiar with the main events or issues documented in the collection. Locate all component parts of the collection to be processed. Using the Stacks Locator, check out each box you will be using. Click on the “Available” button next to each box. In the Check Out form, select “Staff” and “Accessioning/Processing” as the reason for checkout. Select the “Where” location using the drop-down menu. Once you submit the request, print out the flags and place them in the space occupied by the boxes. Important: If a value score was never assigned to the associated accession(s), assign a retroactive value score for the collection. See Section 13 of the Accessioning Manual for instructions. Survey the collection, noting existing arrangement, prominent series, prominent correspondents, inclusive dates, bulk dates, topics covered in the papers, locations of histories or other useful information about the creator in the collection, preservation problems, and the like. Prepare a processing plan. A processing plan describes proposed arrangement schemes, the amounts and kinds of major preservation work, description strategies, tasks for students, treatment of confidential or sensitive material, and other specific aspects of processing the collection. This is discussed and approved by the Archivist. Use the Processing Work Plan (Template) document in Appendix F of this manual. Arrange, preserve, and house the collection. Describe the collection physically with folder and box labels.
Include only information that pertains to the level being described. At each hierarchical level, give only information relevant to that particular level. For example, do not provide an administrative history for an entire department if the creator of the materials being described is a division or branch. If you are describing the contents of a series, put that information at the series level, not at the accession level above it or the file level below it. The collection level description, which includes the high-level description, is required for all finding aids. Descriptions can then either proceed directly to the second, third, or lowest levels, depending on the complexity of the collection (e.g., collection level description to item level description), along with intermediary component levels if necessary (e.g., collection level description, series level description, and item level description. Workflow Identify a collection to process in consultation with the Archivist and/or Head of Special Collections. Gather and review all documentation about the collection in the collection files. Become familiar with the individual, family, or organization that created or collected the materials. Become familiar with the main events or issues documented in the collection. Locate all component parts of the collection to be processed. Using the Stacks Locator, check out each box you will be using. Click on the “Available” button next to each box. In the Check Out form, select “Staff” and “Accessioning/Processing” as the reason for checkout. Select the “Where” location using the drop-down menu. Once you submit the request, print out the flags and place them in the space occupied by the boxes. Important: If a value score was never assigned to the associated accession(s), assign a retroactive value score for the collection. See Section 13 of the Accessioning Manual for instructions. Survey the collection, noting existing arrangement, prominent series, prominent correspondents, inclusive dates, bulk dates, topics covered in the papers, locations of histories or other useful information about the creator in the collection, preservation problems, and the like. Prepare a processing plan. A processing plan describes proposed arrangement schemes, the amounts and kinds of major preservation work, description strategies, tasks for students, treatment of confidential or sensitive material, and other specific aspects of processing the collection. This is discussed and approved by the Archivist. Use the Processing Work Plan (Template) document in Appendix F of this manual. Arrange, preserve, and house the collection. Describe the collection physically with folder and box labels.