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Philosophy

 

Quality processing does not require extensive arrangement, description, or preservation... Quality processing finds the most appropriate amount of work to perform to make a collection usable. High-quality processing may just as easily refer to a concise finding aid describing a collection that was skillfully arranged to the series level, as it might refer to a meticulously organized, extensively described collection. In other words, quality in archival processing is not measured by intensity or level of detail. Quality may be measured by how effectively a processed collection serves its user base and how wisely a processor spent a repository's resources to achieve this.

 

For those archival processors troubled by efficient processing techniques, remember that a processor's craft lies in analysis and decision-making. A skilled archival processor weighs many criteria to determine how much description, organization, or preservation is truly necessary. A skilled archival processor flexibly applies the most appropriate arrangement, description, or preservation technique from an arsenal of possibilities. A skilled archival processor asks "What are the costs?" and "What are the benefits?" for almost every processing action. A skilled archival processor finds the most efficient way to achieve sufficient intellectual mastery and adequate physical control over the materials. In some ways, streamlined processing is more difficult than traditional processing, because streamlined processing decisions require planning, flexibility, creative compromises, and innovative shortcuts to "get the most bang for the buck." In sum, the efficient processing techniques described in this manual do not devalue your work or your collections. They empower you to make complicated, informed choices about the work you perform so that you may surface more of your institution's important research material to its users. You may still take pride in all that you accomplish and all the researchers you serve when you use efficient processing techniques.
-- Guidelines for Efficient Archival Processing in the University of California Libraries

 

In 2005,  Mark Greene and Dennis

Philosophy

Accessioning is a core archival function. It is the means by which a repository establishes legal and physical custody of archival material and, in many cases, begins to describe the material in a database or catalog in order to make it known to researchers. Good accessioning practices form the foundation for all further processes undertaken by a repository. It is of the utmost importance.

In 2005, Mark Greene and Dennis Meissner published their article "More Product, Less Process," which ", known as MPLP. They called on the archival profession to account for its enormous backlog of inaccessible material. The article stirred many to adopt a new paradigm that included backlog-reductive processing measures. However, in addition to the positive reception and subsequent change in values by the profession, the article has been grossly misinterpreted as implementation of a fixed set of rules or processes. In fact, it is a philosophy. A philosophy that champions access to all materials. Implementing MPLP does not mean adopting minimal processing practices but rather employing analysis and decision-making to programmatically determine how much to arrange, describe, and preserve all collections within any given repository. It takes what was once a one-size-fits-all approach to processing and inserts archival judgement, agility, and strategy. Building on MPLP, Christine Weideman coined the phrase "Accessioning as Processing." This method of accessioning has been adopted as one strategy for backlog reduction. The goal is to provide baseline level access to collections as they are accessioned. Accessioning archivists are in an advantageous position to capture important documentation information related to a collection's arrangement, condition, and content. While accessioning, and with a minimum of additional effort, a collection can receive collection level description, basic rehousing, and even some preliminary intellectual arrangement and description at the series or file level. In this way, collections never enter into a backlog or processing queue. Future user needs may then dictate whether more description is warranted.

The goal at Houghton Library since 2011 has been to provide access to all newly-accessioned material. At a minimum a collection received a MARC record. Collections larger than 2 linear feet received All collections and items receive a MARC record, and most collections receive additional description in a finding aid. Collections were still designated as unprocessed. Beginning in July, 2017 all collections will receive collection level finding aids, MARC records, and if larger than 2 linear feet series or file level finding aids. Collections will be marked as minimally processed.The elements in these records are a subset of the rules for full, standards-compliant Houghton cataloging of single items and collections. Collections are designated as minimally processed but as often as possible are open for research. 


Info
titleWhat is baseline level access?

Providing What is "good enough" description provided at the point of accessioning is a matter of judgment and will vary depending on the size, scope, and complexity of the collection. Finding the "golden minimum" for accessioning as processing is performing the minimum amount of work necessary to make the collection usable. Collections that are well organized (intellectually and/or physically) into discernible series are good candidates for finding aids with series level description. Collection Collections that lack any discernible order should not be over-handled but rather described as holistically as possible, usually by describing the contents of a box as well as can be understood without much handling. Small collections or collections with less research value might may only need a collection level description. Donor lists and dealer inventories should almost always , if not overly labor-intensive to convert, may be used as a basis for description and cited as such.

 


Historic Record-Keeping Practices


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Beginning in July 1, 2006, the Manuscript Section has made accession records in MARC format for all curatorial departments. The previous accessions database, HMA (Houghton Manuscript Accessions, an Access database created for the Manuscript Department ca. circa 1999 from the original MARC-based product, BibBase), was frozen at that time. (Cataloger Bonnie Salt completed a project to create MARC records for all earlier materials appearing only in HMA.) Until approximately 2006, the Harvard Theatre Collection maintained separate accessioning practices and files.

In recent years accessioning Accessioning then became a backlog-preventive measure. Since Beginning April 1, 2011, "preliminary box lists" for accessioned collections were posted to OASIS (pending curatorial review). Legacy box lists in Word and other formats were occasionally converted to EAD and uploaded into OASIS or, later, ingested into ArchivesSpace.

Until June 30, 2017 every item, collection, or collection accrual entering Houghton received a MARC accession record; collections of approximately two or more boxes may have usually received a box list in EAD. Both of these records were derivative of the rules for full, standards-compliant Houghton cataloging of single items and collections.

 

 

Description

Accession record 

Creating an Accession record in ArchivesSpace

  •  Open ArchivesSpace
    Go to https://arstaff.lib.harvard.edu
  •  Log in with username and password  
    Username will likely be your last name followed by your first initial, such as smithj 
  •  Browse by Accession, sort list by identifier, new accession number will be next sequential number following the first record on list 
  •  Go to “Create” in the upper left of your screen and select “Accession” from the dropdown menu

A Houghton accession record should contain the following fields:

  •  Title
  •  Identifier
  •  Accession number
  •  Accession Date
  •  Content Description
  •  Condition Description
  •  Disposition
  •  Provenance
  •  Acquisition Type
  •  Resource Type
  •  Restrictions Apply?
  •  Access Restrictions?
  •  Access Restrictions Note
  •  Use Restrictions?
  •  Use Restrictions Note   
  •  Dates
  •      Label     
  •      Expression
  •      Type
  •  Extents
  •      Portion       
  •      Number      
  •      Type  
  •      Container Summary  
  •      Physical Details
  •  Agents
  •      Role   
  •      Agent links

 

   

 

     

   

Resource record

Bibliographic record

End-Processing and Locations

 

Newly accessioned material to be shelved at Houghton or the Theatre Collection should be given to stacks staff to shelve; the notes below are offered for guidance in housing material and may change according to stacks requirements. The list of collection codes is helpful in considering sizes and formats of housing.

Material going to the Harvard Depository will need to be labeled and barcoded, and pick up must be arranged via the online HD form; as of this writing, the Accessioning Archivist handles these steps.

  • Collections of one linear foot or more are generally housed in Paige boxes and sent to HD
  • Small collections (between .04 and one linear foot) may be shelved in boxes at Houghton in the boxed accession sequence
  • Collections of a small amount of paper may be housed in pamphlet binders and shelved in the regular or folio codex sequence, as dictated by height
  • Oversize materials may be shelved horizontally in portfolio boxes in the portfolio accession sequence (sturdy metal-edged pf boxes may also be sent to HD)
  • Oversize framed/glazed items are shelved vertically at the head of the portfolio accessions section
  • Glass, such as framed and glazed items or objects, should not be sent to HD
  • To avoid temperature fluctuation in transit, audiovisual materials should be kept on site if possible; consult with preservation staff for more detailed care planning.

Documents

Acquisitions Web Form (for editing)

Acquisitions Web Form (for curators to fill out)

 

As of July 1, 2017, accessioning was tracked in ArchivesSpace by creating an accession record for all incoming material, whether a single item, collection, or accrual to a collection. All collections then received collection-level finding aids, MARC records, and, if larger than 2 linear feet, series- or file-level finding aids. Collections were described as minimally processed and were generally open to research.