Collections may be processed to any of several levels of physical and intellectual control. All collections receive at least a “baseline” level of control, usually at the point of accessioning, which provides a collection-level description and at least a box-level inventory.
A finer level of processing is carried out when research interest, preservation concerns, and/or security concerns warrant further work on a collection, and as time and resources allow. Archivists determine the appropriate level of control for a collection, based on value of the material, its physical condition, and anticipated use.
Baseline processing standard
Full MARC record
Finding aid with a collection-level description
Physical stabilization and identification of preservation concerns
Container-level list
Collections that are four or more boxes in size must be described with a finding aid, while smaller collections are generally described with a standalone MARC record in Voyager.
Different components of a single collection may be processed to different levels. A writings or correspondence component, for example, may merit folder-level arrangement and description, but a component of financial records may be sufficiently served by a container-level arrangement and description.
A single component of a collection might be arranged at one level but described at another. Financial records, for example, may be arranged at the file level for ease of use, but described at the container level, which is sufficient to facilitate retrieval.
Definition of levels
| Level of Control | Arrangement | Description | Preservation |
|---|---|---|---|
| Collection Level | Rarely done. Most if not all collections are arranged at least at the series level within a short time of acquisition by the library. | Upon acquisition, every collection receives an accession record and a MARC record. The finding aid contains a collection-level scope and content note, comparable to the 520 field in MARC. | Blast freeze upon acquisition. Possibly microfilm, scan, reformat, or mass deacidify. Special media are separated for storage if necessary. |
| Series Level | During accessioning, papers are sometimes roughly organized into series based on subject or format. | Scope and content note for each series, in addition to at least a box-level description to facilitate retrieval. At least “circa” dates included. | Format-driven series or sub-series may receive treatment such as reformatting or mass deacidification. |
| Box Level | Boxes are arranged within a series structure or in a single run. | Material is listed at the container level. Dates may or may not be included. | Material is rehoused into standard-size acid-free containers. |
| File Level | Files and folders are arranged, but material is not sorted or identified within folders. | Material is listed at the file level. Dates may or may not be included. This level of description may include cross references between files and brief scope and content notes at the file level. | Material is rehoused into acid-free folders. |
| Item Level | Material is sorted and arranged within folders. | Rarely done. A calendar or item-level list is created only in exceptional cases where the need for security or considerations of access and retrieval necessitate such control. This level of control may also occur as the result of retrospective conversion of existing, item-level cards from the manuscript catalog, or the existence of a useful item-level donor- or dealer-supplied list. | Each item is evaluated, and sleeved, interleaved, or reformatted as appropriate. Hardware is removed. |