See this checklist in in printable form.
I. READYING COLLECTION FOR END-PROCESSING ASSISTANT [EPA]
□ All photocopying should be complete
□ Folder order in cartons must exactly match FA
□ Complete work-flow label: # cartons; circle fragile, closed, photos, etc.
□ Folder restrictions (what is written on flag) must match FA
□ Consult Ellen re: whether collection should stay onsite or be shipped to HD; circle HD or pool on barcode sheet
□ Print FA for EPA's use when numbering (please # pages - when printing, click "options" tag and add #s)
□ Put FA doc. into "…MANUSCRIPTS\End Processing Assistant" folder (title the file with the collection name, not the sch#)
□ Print box labels (2.5 boxes to a carton, but estimate low so as not to waste labels)
□ Complete top section of 1st page of barcode sheet
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IV. PROOFREAD NUMBERED FINDING AID
When EPA is finished boxing, you must review the finding aid for numbering errors, etc.
□ Check cross-references within finding aid
□ Check box and folder# spans in series titles, arrangement tag
□ Review and complete extent and access sections
□ Give finding aid to team leader one more time for review of numbering, etc.
□ Move the xml file back to your own folder and DELETE it from the "…MANUSCRIPTS\End Processing Assistant" folder when you have finished with the finding aid
□ Once the finding aid is returned from your team leader, email Johanna to let her know she can now move the collection to its final destination
V. FINISHING UP DOCUMENTATION
□ Complete all tasks on "Processing Workflow" sheet (finding aid editing, etc.)
□ Enter/update any folder #s where disks were removed in AV/DC tracker
□ Update bib record once FA is posted; give draft to team leader, then to Annehave team lead review draft
□ Notify Anne re: deleting the collection from "UnprocColl.xls."
□ **If donor is living, draft letter (include info. about any material to be returned) and then show to discuss with Kathy Jacob or Kenvi Phillips before sending (with draft of front matter from finding aid.) Wait to post and print finding aid below until hearing from donor
□ Print out copies a copy of finding aid from OASIS HOLLIS for Archival Discovery and file as follows: 1 copy Manuscript Department: in folder filed alphabetically in 3-drawer lateral outside Room 420;
1 copy for Public Services black binder (give to Public Services staff member);
1 copy for donor if applicable
□ **Draft permissions form if necessary, and show it to your team leader and Ellen Shea if necessary. Add form to G:\SCHLES\PUBLIC SERVICES\Condition of Use Forms and notify Public Services of its existence. If collection requires written permission of donor, create a separate file in the folder listed above with the last known donor contact information.
□ Draft final letter to donor, and show to Kathy Jacob or Kenvi Phillips. Send, along with complete finding aid (if necessary), any permissions form, and any material requested for return
□ **Make sure copies of any correspondence email with donors (including email and memos of phone conversations or meetings) are filed in the correspondence file are moved or copied to the Schlesinger Library Records Collection Control Files in Outlook.
□ Update blue accession card and file in "processed" section of drawer
□ Write brief publicity blurb in the publicity document on G and let Jenny know it's there.
□ Update "Processing stats.xls" spreadsheet for beginning/ending size and dates and for format quantities.
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