Keep in mind these are general outlines of steps, not detailed instructions. It is always at the discretion of the Accessioning Archivist, in collaboration with colleagues in Houghton Library, to determine the degree to which accessions are processed. For instance, it may not be entirely practical to consolidate all related accessions, past acquisitions plus the new one, into a single finding aid due to time constraints, size, and/or complexity of collections or records.
New Collection (Gift or Purchase)
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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
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Acquisitions links invoice (if present) to appropriate existing 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 links accession record to related resource record in ArchivesSpace -
Accessioning archivist processes accrual to the appropriate level
- 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 adds accrual to main resource record in ArchivesSpace, adding a series "Additions to collection" if none exists, listing new material within a subseries of this series labeled "Accession 20##MT-##(accession number)", e.g. "Accession 2023M-5"
- Accessioning archivist remembers to publish all in ArchivesSpace
- Accessioning archivist boxes and labels the accrual for transfer to HD (items that need special treatment are forwarded to end-processing)
- Accessioning archivist creates or updates baseline SNAC record (see separate SNAC workflow document)
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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 creates stub MARC record -
Accessioning archivist creates minimal accession record in ArchivesSpace (identifier, title, extent)
- 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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