NOTE: All single items should be labeled and shelved according to a call number rather than an accession number. (Accession numbers begin with a year and have a hyphen, for example: 2024M-1). Items sent to end processing that do not yet have call numbers should be routed to single item processing. For detailed information about call numbers and accession numbers, etc. see: Locating material with ArchivesSpace : call numbers and shelving
Step-by-step guide for Single Item Cataloger
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- create item record if none exists (default : GEN)
- "Manuscript" or "Photograph" only (not "mixed material")
- Submit an End Processing Tracking form
- Print out AEON slip to keep with item (folded in half / call number visible)
- do not write on folders or other enclosures : AEON slip provides identification
- look closely at sample AEON slip in tracking form
- checked out to Vicki under End Processing (do not clone)
- Cataloger provides temporary housing, if necessary
- End processor will decide final housing
- Use standard supplies, including:
- prefab - any size
- envelope (white acid-free or tyvek) for fragile volumes, any size (available behind red truck)
- Letter or legal size folder (AEON slip protrudes upward from reinforced tab end) put on top shelf of red truck held up with brick
- Pf folder (any size) for large flat items. Place on top shelf of end processor's wire rack at end of table. (AEON slip should protrude from top left edge (folded in half lengthwise)
- Folders larger than 20 x 24" are available on top of P1.Case Range 1
- Ask end processor if not sure what to use, or if need a non-standard box
*For labeling procedures followed by end processor, see Single item manuscript end processing for the end processor under the End Processor's Guidelines.
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- Upright file folders/volumes/prefabs/envelopes : top shelf of the red "incoming manuscripts" truck (use bricks)
- Flip-top document boxes can go on any shelf of the red truck
- Flat boxes go on the lower shelves of the red truck, but exceptions can be made to conserve space.
- pf folders : place on top shelf of end processor's wire rack at end of work table near windows
- pf boxes or other things that don't fit on red truck : consult end processor. May put on big, red cadillac truck near window, or on work table
- extremely fragile/problematic/oversize items : consult end processor for hand-off enclosures and location