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NOTE: Meeting each week together allows for continuity. This work is unpredictable and there may be weeks with nothing coming in, and then weeks with lots of accessions coming at once. Rarely (during our current remote work environment) is anything time-sensitive.
Accessioning work - required record keeping
Different kinds of accessions need different kinds of work. The goal of team meetings weekly meeting is to discuss together what options are available to us and pick the best one. While IN GENERAL we want to make collections open to research with an online container list or finding aid.
Each team member will be responsible for the following work:
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, this option will be less available during the pandemic remote work environment.
The goal of having an accessioning "air traffic controller" is to ensure that all required accessioning record keeping be completed.
Susan will ensure that the following work is done for each collection that is accessioned:
- Assigning an accession number to each new accession
- Understanding the creator and title of each collection - curators and Kelcy can assist with this as well
- Creating an entry in the accession book
- Tracking (on white board) accessioning work being done by various staff, following up with them (together with Kelcy?) about it as needed
- Making sure paper accession log is accurate with extent info and format counts
- Completing entry in accession book - when final extent, format counts, blue card, white card, new MARC record (when applicable) are complete
- Update Excel accession log with extent information and info on "work completed" - this can be done periodically but should definitely be done once a month
- Update unprocessed collections spreadsheet when necessary (Jenny and Kelcy can help determine correct categories)
For many collections, Susan will also do the following necessary work:
- Rehousing archival material if necessary
- Creating a new MARC collection level record for the collection if a new accession; getting another team member to review ; alerting Susan that the record is live for her new accessions email list(or updating extent in existing MARC record when necessary)
- Creating container lists for collections
- Printing labels and barcoding cartons/boxes; giving barcode sheet to Johanna for entry into SL Tracker
- Packing up material in grey bins or communicating with Jenny about doing so (Jenny or Johanna can arrange for HD pickup)Moving material to V1 or elsewhere onsite to wait for eventual shipment to HD; coordinating location and temporary location with Johanna
- If small A or B: creating shelf list card and filing material in pool vaultMaking sure paper accession log is accurate with extent info and format countsV1 (and creating barcode sheet)
- Creating or updating blue cards
More specifics on overall accessioning guidelines and work to be done for new collections and addenda are recorded in separate pages.
Final record keeping
Jenny will finalize Excel accession log with extent information and info on bib record creation; processing done or required; other notes
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Susan will email staff each month with list of new collections added to Hollis ; also will update LibGuide with same info
Johanna will enter info from accession log in ArchiveSpace about every month periodically - knowing the correct creator name is important for this step, so having the bib record done is necessary.
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