The end processor relies on the following vehicles, used by staff to hand items off.
Manuscript End Processing Tracking form
google form filled out by archivist before items are handed over (see also older version of MS. Tracking form for simplification of needed information)
provides exact wording of titles, descriptions, source information for labels with no need for end processor to edit or re-research
helps archivist review their work for accuracy and think through handling, workflow, curatorial, or other concerns
teaches new archivists about thought processes that go into our workflows
provides additional information relevant to end processing such as deadlines and restrictions, etc.
records status of items being end processed
AEON TN and slip
transaction (TN) in AEON usually initially created by acquisitions team
annotated in "Paging Notes" by acquisition team with tab and line information in Accessions spreadsheet relevant to the material
further annotated at bottom of AEON slip by archivist with source information for exact wording of donor plate (single items only)
AEON slip identifies the item during it's most vulnerable stage, before it is labeled and shelved
AEON slip secures workflow information when items are prematurely and temporarily removed from end processing for exhibitions, patrons, etc.
AEON record provides final proof of completion and shelving for all items received by end processing (i.e., EP complete. 1 prefab shelved onsite, etc.)
Houghton Accessioning form (responses)
a form that records incoming material (begun at point of receipt by books end processor and a second staff member, usually from acquisitions/accessioning team)
curators record comments pertaining to handling, deadlines, restrictions, source, and other concerns
each new acquisition is represented on one line in the most recent Manuscript Tab
form is not updated with call number, so acquisitions team is best equipped to identify which Tab and Line pertains to a particular item
consequently, acquisitions team adds the location information to AEON, to assist archivists and end processor.
archivist checks location information and adds acquisition information relevant to end processing to the Manuscript End Processing Tracking form
information especially relevant to end processing is:
deadlines, such as exhibitions, loans, planned patron visits, seminars, etc.
restriction, including: handling, viewing, and what type of restriction
preservation concerns, such as vellum, mold, insect, etc.
shelving concerns: oversized (pf), large number of boxes, curatorial requirements, etc.