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Collection materials comes to Houghton/Pusey Library via mail or hand delivery - Collection materials are logged in Incoming Collections Log and an email is sent to collecting curator with a link to pre-filled Houghton Accession Web Form
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Collecting curator fills out Houghton Accession Web Form - Acquisitions and accessioning archivist receive alert that new form has been submitted
- Acquisitions links invoice (if present) to appropriate MARC record
- Acquisitions adds new 541 to holdings record and initiates Aeon record
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Accessioning archivist creates accession record in ArchivesSpace; the title of the accrual will be the title of the main collection plus ADD - Accessioning archivist assigns eadid (separate spreadsheet)
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Accessioning archivist spawns resource record from accession record in ArchivesSpace -
Accessioning archivist assigns call number (separate spreadsheet) -
Accessioning archivist searches for all related unprocessed accessions -
Accessioning archivist searches for born-digital media within the main collection (if feasible) and accrual; if found, the accessioning archivist follows the Born-Digital Workflow
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Accessioning archivist exports MARCxml for all accession records and imports them into accession records in ArchivesSpace -
Accessioning archivist links all accession records to related resource record in ArchivesSpace -
Accessioning archivist describes each accession as a series in resource record -
Accessioning archivist, in conjunction with end processing, assigns new and consecutive box numbers to collection - If main collection is on site, accessioning archivist creates box labels for both the main collection and the accrual for transfer to HD (items that need special treatment are forwarded to end-processing)
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If main collection is at HD, accessioning archivist creates box labels and arranges to visit HD to relabel boxes (preferably several such collections at a time) -
Accessioning archivist updates existing MARC and ArchivesSpace records with extent as well as item records in MARC and container information in ArchivesSpace - Accessioning archivist alerts Associate Librarian for Technical Services to consolidation and transfer of invoices/item records in MARC
- Accessioning archivist edits or deletes old accession records in MARC, transferring item records and any necessary information to main record
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Accessioning archivist creates or updates baseline SNAC record(s) (see separate SNAC workflow document)
NOTE: If consolidation of accruals as above is not possible because of the complexity of the collection or other time constraints, the accessioning archivist should create a resource record for the latest accrual with a Related Materials note documenting the accession number(s) of the related materials.
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Accrual to a Catchall (Gift or Purchase)
Single item purchased by given to Houghton that will be individually catalogedincorporated into an existing catchall, as requested by curator (see Catchalls document for list)
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Item comes to Houghton/Pusey Library via mail or hand delivery - Collection materials are logged in Incoming Collections Log and an email is sent to collecting curator with a link to pre-filled Houghton Accession Web Form
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Collecting curator fills out Houghton Accession Web Form - Acquisitions and accessioning archivist receive alert that new form has been submitted
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Acquisitions creates stub MARC Acquisitions links invoice (if present) to appropriate MARC record - Acquisitions adds new 541 to holdings record
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Accessioning archivist creates accession record in ArchivesSpace - Accessioning archivist assigns call number in Disposition Note
- Item is forwarded to the single-item cataloger for all further processing
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Cataloger and links to appropriate resource record
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Accessioning archivist describes item in finding aid, including item-level Immediate Source of Acquisition -
Accessioning archivist updates main MARC record if necessary (dates, extent, description in bib; 541 in holdings) - Accessioning archivist forwards item to end-processing if special treatment is needed; otherwise, she adds physical item directly to appropriate existing box or new box
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Accessioning archivist creates or updates baseline SNAC record (see separate SNAC workflow document)
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Single Item (Gift or Purchase)
Single item given to purchased by Houghton that will be incorporated into an existing catchall or, less often, regular finding aid (see also Catchalls document)individually cataloged
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Item comes to Houghton/Pusey Library via mail or hand delivery - Collection materials are logged in Incoming Collections Log and an email is sent to collecting curator with a link to pre-filled Houghton Accession Web Form
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Collecting curator fills out Houghton Accession Web Form -
Acquisitions and accessioning archivist receive alert that new form has been submitted -
Acquisitions links invoice (if present) to appropriate Acquisitions creates stub MARC record - Acquisitions adds new 541 to holdings record
Accessioning archivist creates accession record in ArchivesSpace and links to appropriate resource record Accessioning archivist describes item in finding aid, including accession number -
Accessioning archivist updates main MARC record if necessary (dates, extent, description in bib; 541 in holdings) - Accessioning archivist forwards item to end-processing if special treatment is needed; otherwise, she adds item physically to appropriate existing box or new box
- Accessioning archivist
- Accessioning archivist assigns call number in Disposition Note
- Item is forwarded to the single-item cataloger for all further processing
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Cataloger creates or updates baseline SNAC record (see separate SNAC workflow document)
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