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The end-processing assistant should not be doing ANY processing, only numbering, boxing, and removing - that means making no judgment calls, no consolidating folders, etc. Changing ranges of folders and/or dates as they coincide with box breaks is ok as long as you discuss it with the EPA first.
FLAGGING
While refoldering, all processors must:
Use WHITE flags for items to be photocopied
- Please use a new flag for each new item to be copied. If several in a row, you can clip the items to the white flag.
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- Write notes for student on flag if necessary (e.g. "copy both sides of clipping")
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- Spotchecking student work as they go is more important, as you will not be checking everything as it is pulled
Use BLUE flags for photographs to be removed from folders (cataloged)
- Write the # of photos to be removed on each flag (esp. if some will stay in the folder)
Use GREEN flags for oversized material to be removed
Use RED flags for restricted material:
- If several items, clip items to be restricted together with flag
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- Write the exact restriction on the red flag: "closed until 2065"
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- Create item removed forms for restricted items to be removed from folders, clip to items to be removed. Leave "date removed" and "by" sections blank to be filled in by end processor.
- Put a red flag in the front of a folder that is entirely restricted, write "folder" with the restriction on the flag.
Use YELLOW flags for notes to yourself while processing.
- These should all be removed before collection goes to EPA
If you need to remove an oversize item or a number of photographs from a folder in order to correctly bump it out, etc., you may put those things in an old folder or sling directly behind the folder they are coming out of (the finding aid will suggest to the EPA that something is to be removed, but you should also alert her to the presence of such material)
FINDING AID
Before giving the finding aid to your team leader the first time, double check that if you have photographs or oversized material to be removed to a catch-all folder, you list the catch-all folder in the finding aid
When you give your finding aid to your team leader to read, you should let them know how many cartons the collection currently is. You should also discuss with your team leader the amount of material to be removed from folders (photocopies, restricted, etc.) This information will aid in EPA assignments.
A collection must be fully photocopied before it can be worked on by the EPA. Start asking for photocopying as soon as you know you need it and have flagged a significant amount. When you give your FA to your team leader, you should alert them to the photocopying status.
PHYSICAL FINAL STEPS
When you get your finding aid back from your team leader with edits, you need to:
- Organize the folders in cartons in the exact same order as they appear in the finding aid (use work flow labels to number the cartons so it is clear to EPA)
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- Double check that your restrictions as written in the FA match those physically marked throughout the collection
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- Double check that where you have a blue or green flag, you also have a note in the FA that says something is removed
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- Use the work flow label to indicate what is flagged in the carton
- Deposit your xml file in the folder "…MANUSCRIPTS\End Processing Assistant" - title the file with the collection name, not the sch#
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- Inform
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- Paula when you are ready to physically part with the collection
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- Print labels and finding aid (with page #s, without tags) and give to
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- EPA at end processing meeting
When you hand the cartons and the printed finding aid over to the EPA, you want to feel like there is no reason for you to see them again. The EPA may have questions for you, but the goal is for you to have done the required work as completely as possible so that questions are minimal. The EPA will box the collection, add box and folder #s into the finding aid, and file all material. When she is finished, you will review the finding aid for numbering errors, etc. The EPA is essentially working for yo, so it is your responsibility to check over the finding aid and collection before it's open for use.
Please delete the xml file from the "…MANUSCRIPTS\End Processing Assistant" folder when you have finished with the finding aid (move the file back to your own folder)
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