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In rare cases, photographs are restricted. Folders of restricted photos should be filed in the CLOSED, PROCESSED collection, unless there are enough to fill at least one-half file box. In such cases, restricted folders, filed in their own box(es)/carton(s)-clearly stamped in red with the appropriate stamp (CLOSED UNTIL ____ or WRITTEN PERMISSION REQUIRED) on the folders and the outside box label(s)-may be filed as part of the series of PHOTOGRAPH boxes.
Create Permissions Form
These forms are created for users to sign as a condition of access to specific collections. Samples for viewing are posted at G:\SCHLES\PUBLIC SERVICES\Condition of Use Forms. Discuss access conditions with the Senior Archivist before drafting a permission form. After the draft is approved by the Senior Archivist and Head of Collection Services, add the completed form to the folder on the G drive and notify Public Services of its existence.
Update The ALEPH Record:
After finishing the finding aid, and posting it to OASIS, update Aleph record, using the directions provided in "ALEPH Updating " as a guide (see Appendix B).
- Give copies of the original Aleph record, your updated Aleph record and a copy of the finding aid, to the Head of Collection Services to edit. Make necessary changes.
- Give a copy to the Head of Collection Services after you have updated Aleph for the last time.
Update Blue Accession Card(s)
List the date you completed the collection, and its final size (in container units), on the back side of the card; file it in the processed section (alphabetical order). The location(s) of material are now recorded in the SL Tracker database only.Create a Shelflist Card (filed by MC#)
For MC-collections, create a 4x6" white shelflist card using the template (see APPENDIX J in G:/Manuscripts/shelf list/"shelflist_card.doc," and file it shelflist drawer (next to blue cards) by collection number. Be particularly conscious of spacing.
(In the past, the # of the floppy disc containing the finding aid with its file name were put at bottom of the shelflist card in pencil. In April 2005, the OASIS site began housing the archival copies of our finding aids; floppies are no longer necessary.)
Consult Joanne about updating T-# and Vt-# shelflist cards as needed.
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