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Keep in mind these are general outlines of steps, not detailed instructions. It is always at the discretion of the Accessioning Archivist, in collaboration with colleagues in Houghton Library, to determine the degree to which accessions are processed. For instance, it may not be entirely practical to consolidate all related accessions, past acquisitions plus the new one, into a single finding aid due to time constraints and/or size or complexity of collections.
New Collection (Gift or Purchase)
Material given to Houghton which will not be treated as an accrual to an existing collection
Accrual to a Processed Collection (Gift or Purchase)
Material purchased by Houghton for which we have a related collection with shared provenance that has been described in a finding aid
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Collection materials comes to Houghton/Pusey Library via mail or hand delivery
- Collection materials are logged in Incoming Collections Log and an email is sent to collecting curator with a link to pre-filled Houghton Accession Web Form
Collecting curator fills out Houghton Accession Web Form
- Acquisitions and accessioning archivist receive alert that new form has been submitted
Acquisitions links invoice (if present) to appropriate existing MARC record
- Acquisitions adds new 541 to holdings record for this accrual
Accessioning archivist creates accession record in ArchivesSpace; the title of the accrual will be the title of the main collection plus ADD
Accessioning archivist links accession record to related resource record in ArchivesSpace
Accessioning archivist processes accrual to the appropriate level
- Accessioning archivist searches for born-digital media within the main collection (if feasible) and accrual; if found, the accessioning archivist follows the Born-Digital Workflow
Accessioning archivist adds accrual as series to main resource record in ArchivesSpace
- Accessioning archivist boxes and labels the accrual for transfer to HD (items that need special treatment are forwarded to end-processing)
- Accessioning archivist creates or updates baseline SNAC record (see separate SNAC workflow document)
Accrual to an Unprocessed Collection (Gift or Purchase)
Material purchased by Houghton for which we have related collection(s) with shared provenance that have not been described in a finding aid
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Collection materials comes to Houghton/Pusey Library via mail or hand delivery
- Collection materials are logged in Incoming Collections Log and an email is sent to collecting curator with a link to pre-filled Houghton Accession Web Form
Collecting curator fills out Houghton Accession Web Form
- Acquisitions and accessioning archivist receive alert that new form has been submitted
- Acquisitions links invoice (if present) to appropriate MARC record
- Acquisitions adds new 541 to holdings record and initiates Aeon record
Accessioning archivist creates accession record in ArchivesSpace; the title of the accrual will be the title of the main collection plus ADD
- Accessioning archivist assigns eadid (separate spreadsheet)
Accessioning archivist spawns resource record from accession record in ArchivesSpace
Accessioning archivist assigns call number (separate spreadsheet)
Accessioning archivist searches for all related unprocessed accessions
Accessioning archivist searches for born-digital media within the main collection (if feasible) and accrual; if found, the accessioning archivist follows the Born-Digital Workflow
Accessioning archivist exports MARCxml for all accession records and imports them into accession records in ArchivesSpace
Accessioning archivist links all accession records to related resource record in ArchivesSpace
Accessioning archivist describes each accession as a series in resource record
Accessioning archivist, in conjunction with end processing, assigns new and consecutive box numbers to collection
- If main collection is on site, accessioning archivist creates box labels for both the main collection and the accrual for transfer to HD (items that need special treatment are forwarded to end-processing)
If main collection is at HD, accessioning archivist creates box labels and arranges to visit HD to relabel boxes (preferably several such collections at a time)
Accessioning archivist updates existing MARC and ArchivesSpace records with extent as well as item records in MARC and container information in ArchivesSpace
- Accessioning archivist alerts Associate Librarian for Technical Services to consolidation and transfer of invoices/item records in MARC
- Accessioning archivist edits or deletes old accession records in MARC, transferring item records and any necessary information to main record
Accessioning archivist creates or updates baseline SNAC record(s) (see separate SNAC workflow document)
NOTE: If consolidation of accruals as above is not possible because of the complexity of the collection or other time constraints, the accessioning archivist should create a resource record for the latest accrual with a Related Materials note documenting the accession number(s) of the related materials.
Accrual to a Catchall (Gift or Purchase)
Single item given to Houghton that will be incorporated into an existing catchall, as requested by curator (see Catchalls document for list)
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Item comes to Houghton/Pusey Library via mail or hand delivery
- Collection materials are logged in Incoming Collections Log and an email is sent to collecting curator with a link to pre-filled Houghton Accession Web Form
Collecting curator fills out Houghton Accession Web Form
- Acquisitions and accessioning archivist receive alert that new form has been submitted
Acquisitions links invoice (if present) to appropriate MARC record
- Acquisitions adds new 541 to holdings record
Accessioning archivist creates accession record in ArchivesSpace and links to appropriate resource record
Accessioning archivist describes item in finding aid, including item-level Immediate Source of Acquisition
- If special end-processing is required, accessioning archivist numbers folders physically and in containers in the finding aid
Accessioning archivist updates main MARC record if necessary (dates, extent, description in bib; 541 in holdings)
- Accessioning archivist forwards item to end-processing if special treatment is needed; otherwise, she adds physical item directly to appropriate existing box or new box
Accessioning archivist creates or updates baseline SNAC record (see separate SNAC workflow document)
Single Item (Gift or Purchase)
Single item purchased by Houghton that will be individually cataloged
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Item comes to Houghton/Pusey Library via mail or hand delivery
- Collection materials are logged in Incoming Collections Log and an email is sent to collecting curator with a link to pre-filled Houghton Accession Web Form
Collecting curator fills out Houghton Accession Web Form
Acquisitions and accessioning archivist receive alert that new form has been submitted
Acquisitions creates stub MARC record
Accessioning archivist creates accession record in ArchivesSpace
- Accessioning archivist assigns call number in Disposition Note
- Item is forwarded to the single-item cataloger for all further processing
Cataloger creates or updates baseline SNAC record (see separate SNAC workflow document)