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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.

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  •  Collection materials come 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
  •  Collecting curator fills out the rest of the Houghton Accession Web Form
  •  Acquisitions and accessioning archivist receive alert that new form has been submitted
  •  Acquisitions creates stub MARC record and initial Aeon record (signed out to Technical Services - Manuscripts and other)
  •  Accessioning archivist creates accession record in ArchivesSpace
  •  Accessioning archivist assigns call number and eadid (Google Sheet) and updates MARC
    •  If collection is wholly photographic, the photographic protocol is followed
    •  If collection includes one or more books that the curator wishes cataloged separately, follow this protocol
  •  Accessioning archivist processes collection to the appropriate level
  •  Accessioning archivist searches for born-digital media within the materials, and, if found, the accessioning archivist follows the Born-Digital Workflow
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    Accessioning archivist spawns resource record from accession record in ArchivesSpace

  •  Accessioning archivist updates extent and item records in MARC and extent and containers in ArchivesSpace
  •  Accessioning archivist boxes and labels the collection for transfer to HD (items that need special treatment are forwarded to end-processing)
  •  Accessioning archivist publishes resource record and unsuppresses MARC bib and holdings records
  •  Accessioning archivist creates or updates baseline SNAC record(s) (see separate SNAC workflow document)

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Expand
  •  

    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
  •  

    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)

    •  

      If a Roosevelt Collection item, it is given identifier in format YYYYTRM-#

    •  If born digital, accessioning archivist follows the Born-Digital Workflow
    •  If wholly photographic, accessioning archivist follows photographic protocol
  •  Item is forwarded to the single-item cataloger for all further processing
  •  

    Cataloger creates or updates baseline SNAC record (see separate SNAC workflow document)

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