I. COLLECTING AND UPDATING DOCUMENTATION
- Look up collection in HOLLIS; read and print the record for your reference files.
- Update MARC record in ALMA (506 field should read "closed while being processed"). If the collection had previously been open to research, delete item record. If processing addenda do not edit existing ALMA record.
- Blue card(s):
- Photocopy for your records
- Enter your name and date you started processing
- Refile in "work in progress" section of drawer
- Assign your collection the next MC # from the MC shelf list card and record it on the card.
- Enter the following into the "processing stats" spreadsheet: Collection Name; Processor; Addenda - new finding aid; Addenda - incorporated; MC#; Actual Beg. Size; Processor begin date. Set the color coding.
- Check the lateral files outside Room 420 for any notes about or preliminary inventories for the collection.
- Check Schlesinger Library > MANUSCRIPTS > Container Lists on Sharepoint for any container lists (NB: delete your collection file from this folder and move it to your local folder, delete entirely when you are through processing)
- Check HOLLIS for Archival Discovery to see if the collection has preliminary inventories posted online. Ask Johanna or Paula to edit any existing finding aid or collection inventory to say the collection is closed while being processed. (N.B. it was old practice to delete most of an online inventory while work was being done; this is not possible in ArchivesSpace.)
- Notify Public Services that the collection is closed for processing, and whether preliminary inventories exist.
- Read deed of gift and donor correspondence in the Filemaker DOG Tracker database.
- Check the Schlesinger Library records finding aid to see if there may be another donor file(s) you need to recall from HD and read. This finding aid lists donor files by the date they were added to the finding aid; be aware there may be more than one file for the same donor.
- Check to see if donor has an Outlook donor file for email correspondence.
- Contact the curators at curators@radcliffe.harvard.edu to set up a time to join their curatorial meeting so that they can pass on relevant curatorial info about the collection.
- If no donor agreement, also talk to the curators about sending a letter and questionnaire to donor.
- Ask Paula Aloisio for a EAD ID # for the collection, if one is not already assigned.
II. RETRIEVING COLLECTION MATERIAL
- Search for collection in the SL Tracker Filemaker location database. Double check that you are retrieving all the material listed on the blue card.
- Retrieve boxes:
- Fill out the "order date" and "borrower name" fields in SL Tracker as detailed in the processing manual
- Pull boxes from on-site vaults
- Tell Johanna Carll you have removed things from the shelf in the following format: 1 carton from 1.1.1; 2 cartons; 1 file box, 2 small card boxes from 1.1.3; ½ file box from 1.1.4; etc. List by location order (1.1.1, 1.1.2, etc., not 1.1.2, 1.1.1); list each type/size box.
- Send list of barcodes of boxes to be permanently recalled from HD to Mark Vassar for deliveries to 40 Concord or Johanna Carll for deliveries to Schlesinger Library (make sure to let them know you are processing the collection and thus want the boxes to be permanently recalled)
- Locate all of the:
- oversized folders (listed in SL Tracker)
- photograph folders (letter, legal may be in photo drawers; oversized listed in SL Tracker)
- memorabilia objects (search memorabilia database)
- fragile material (see the unprocessed fragile drawers on the 3rd floor)
- closed material (see the restricted drawers on the 3rd floor)
- small accessions in WTBD (Work To Be Done) drawers in Vault 1
- Check Media Projects Tracker for audiovisual material; alert Joanne Donovan that you will be processing the collection. If applicable, ask Joanne for a spreadsheet export from MPT and for her to check "Notes regarding AV collections". Retrieve items from V1, the Pool Vault or HD
- Check AV/DC Tracker for electronic files and data carriers, including photo CDs
- Let Zachary Maiorana and Jen Weintraub know that you are starting to process the collection so Digital Services can prepare born digital material
- Do an internet search and check Archive-It for web content (usually a web site or blog) generated by the person or organization. If web content is found that isn't in Archive-It, send details to Laura Peimer (see web archiving documentation for more information)