2.1 Steps of Archival Processing

February 8, 2021 - 1:51pm by Anonymous (not verified)

The following list summarizes the stages of archival processing:

  1. Assign the collection: The Manuscript Unit Head and/or Head of Processing, sometimes in consultation with curators and others, assigns a collection to a Processing Archivist to be processed. If the collection being processed had previously been accessible to researchers, it will be added to the Closed Collections list on the Beinecke website, along with an estimated reopening date. 

  2. Survey the collection: The archivist (in conjunction with archives assistants as needed) surveys the collection to gain an understanding of its condition and contents, and consults documentation accompanying the collection, such as accession records, dealer descriptions and inventories, deeds of gift or purchase agreements, etc. 

  3. Establish a collection file: The archivist and archives assistant establishes a collection file that includes documentation such as preliminary lists, collection surveys, notes compiled from discussions with the curator and Manuscript Unit Head or Head of Processing, and other basic historical or biographical data relating to the collection. Useful information may be photocopied from the various source files. Originals must be left in the file of origin.  

  4. Prepare the processing plan: The archivist prepares a processing proposal, outlining a plan to arrange and describe the material. Following discussion with the archivist’s supervisor and other stakeholders, the plan is revised, if needed. 

  5. Process the collection: Archivist and archives assistant(s) process the collection. 

  6. Submit finding aid for review: Head of Processing and the Unit Head review the finding aid. The archivist then makes revisions to the plan as needed.

  7. Assign box and folder numbers, label, and barcode: Archives assistants assign box and folder numbers and label and barcode the collection.

  8. Transfer the collection for shelving.

  9. Publicize the project:  The completion of the project is publicized through regular monthly e-mail updates by the Head of the Manuscript Unit, social media postings, Wikipedia entries, or a scheduled presentation to library staff.

  10. Review the processing checklist: The final step is to review the processing checklist to ensure that all steps have been completed.