PROCESSING WORKFLOW January 2013
Complete BEGINNING CHECKLIST for PROCESSING
Survey collection
Write processing plan [see description and sample in "PROCEDURES" folder]
Series arrangement with basic descriptions of kinds of materials, topics
First draft of bio
Special concerns: restrictions, supplies, time, size, student tasks, etc.
Note actual beginning extent, incl. # of cartons filed letter, etc. for spreadsheet
Send processing plan to team leader and Kathy Kraft, also give team leader a copy of COG
Meet with team leader and senior archivist to discuss processing plan
Begin any correspondence with donor that may be necessary (if COG is needed, should be changed, etc.)
Process: arrange, refolder, describe
Request student help for photocopying, etc.
Consult with team leader on any issues etc.
Appraisal meeting with Joanne etc. re: A/V, photos
Give first draft of finding aid and copy of blue card to team leader
Team leaders will determine if collection will be worked on by End-processing Assistant
Revise FA as necessary; send front-matter to donor if necessary
Prepare collection for end-processing [see "End-processing by assistant checklist" in "PROCEDURES" folder]
Give FA (without numbers) to Anne to read for subject headings; incorporate suggestions
When FA comes back from end-processing work, double-check cross-references, etc.
Give final FA to team leader for final edit; revise as necessary
Deposit XML document into G:..\\MANUSCRIPTS\FINDING AIDS; email Paula that finding aid complete for tagging check [do this when it is actually ready to be posted]
Update bib record, give to team leader for edit (with copy of original printed from Aleph)
Complete END CHECKLIST for processing
Take a few minutes before you begin work on a new collection to review the general Processing Workflow document.
The Beginning Processing Checklist should help you with all the steps while you are gathering material, checking documentation, and other preliminary work.
When you are finished working with the collection and ready to prepare it for end-processing, please consult and complete all steps in the Post Processing Checklist by Archivists.
A variety of Filemaker Pro databases are used to hold metadata and location information about different materials.
- SL Tracker: physical location of collection materials
- Born Digital Tracker: individual item and collection data on electronic material
- Media Projects Tracker: individual item and collection data on audio and video materia
- Memorabilia Tracker: individual item and collection data and location information for memorabilia (3-dimensional objects)
- Deed of Gift Tracker: scanned copies of most collection certificates of gifts, donor questionnaires, and some correspondence files