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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 Johanna 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\the Manuscripts/End Processing Assistant" SharePoint 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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FILING PHOTOGRAPHS
□ Calculate total number of photographs (add up the numbers in PDs in FA), give to Joanne (for use in tracking cataloging)
□ Talk to Joanne about updating shelf lists for specialized photographs such as daguerreotypes, etc. (G:/Manuscripts/Shelflists/Photographs/)
FILING AUDIOVISUAL MATERIAL
□ Label all A/V in pencil with #s (do not use post-its, ask Joanne for labels if you need them), then give audiovisual materials to Joanne for filing
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□ Finish up work with printed materials - make sure all have been checked, meet with Marylene if necessary, complete separation record
□ Any starred items below under "finishing up documentation"
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\Manuscripts/End Processing Assistant" SharePoint 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; have team lead review draft
□ Notify Jenny Kelcy re: deleting the collection from "UnprocColl.xls."
□ **If donor is living and you decide you want to run the finding aid by them before posting, draft letter (include info. about any material to be returned) and then discuss with Kathy Jacob or Kenvi Phillips Jenny Gotwals or TBD before sending (with draft of front matter from finding aid.) Wait to post and print finding aid below until hearing from donor.
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□ If your collection has born-digital material, notify Jen W. Weintraub when the finding aid is posted so she knows any PDFs created can be deposited and linked.
□ Print out a copy of finding aid from HOLLIS for Archival Discovery and file in folder filed alphabetically in 3-drawer lateral outside Room 420
□ **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 SharePoint folder and notify Public Research 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.
□ **Make sure any email with donors 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
□ Update "Processing stats.xls" spreadsheet in the Manuscripts/Processing Stats SharePoint folder for beginning/ending size and dates and for format quantities.