See this checklist in printable form
I. READYING COLLECTION FOR END-PROCESSING ASSISTANT [EPA]
□ All photocopying should be complete
□ Folder order in cartons must exactly match FA
□ Complete work-flow label: # cartons; circle fragile, closed, photos, etc.
□ Folder restrictions (what is written on flag) must match FA
□ Consult Ellen re: whether collection should stay onsite or be shipped to HD; circle HD or pool on barcode sheet
□ Print FA for EPA's use when numbering (please # pages - when printing, click "options" tag and add #s)
□ Put FA doc. into "…MANUSCRIPTS\End Processing Assistant" folder (title the file with the collection name, not the sch#)
□ Print box labels (2.5 boxes to a carton, but estimate low so as not to waste labels)
□ Complete top section of 1st page of barcode sheet
if person, then list collection name as "Last name, first name"; do not write "records" or "papers"
note if collection name has changed from what's currently in Tracker
only list MC# (no T# etc.)
□ Email Johanna with the following information (copy and paste):
Please add the following collection to the end processing queue:
Collection name:
Extent:
Where collection will be shelved (HD/onsite):
NOTE: express extent as boxes and folders, not linear feet
□ Ask Johanna where to shelve cartons while awaiting end processing. When shelving cartons, keep the following in mind:
-shelve cartons together and in order (cartons should always have lids)
-do not put oversize boxes on the shelf (they are too big); shelve folio+ boxes sideways so they don't disturb boxes in other aisles
-make sure you aren't filing your collection in the middle of a collection
□ Johanna will contact you concerning an end processing meeting (it may take several months). At the meeting, be prepared to talk to EPA and Johanna about any special issues, etc.
II. NUMBERING AND FILING PHYSICAL COLLECTION
FILING MEMORABILIA
□ Rehouse memorabilia that will be boxed separately from collection
□ Update memorabilia database
FILING PHOTOGRAPHS
□ Calculate total number of photographs (add up the numbers in PDs in FA), give to Joanne (for use in tracking cataloging)
□ Talk to Joanne about updating shelf lists for specialized photographs such as daguerreotypes, etc. (G:/Manuscripts/Shelflists/Photographs/)
FILING AUDIOVISUAL MATERIAL
□ Label all A/V in pencil with #s (do not use post-its, ask Joanne for labels if you need them), then give audiovisual materials to Joanne for filing
III. WHILE END-PROCESSING IS HAPPENING, YOU CAN……
□ Give Anne your finding aid to read for edits/subject heading suggestions
□ Finish up work with printed materials - make sure all have been checked, meet with Marylene if necessary, complete separation record
□ Any starred items below under "finishing up documentation"
IV. PROOFREAD NUMBERED FINDING AID
When EPA is finished boxing, you must review the finding aid for numbering errors, etc.
□ Check cross-references within finding aid
□ Check box and folder# spans in series titles, arrangement tag
□ Review and complete extent and access sections
□ Give finding aid to team leader one more time for review of numbering, etc.
□ Move the xml file back to your own folder and DELETE it from the "…MANUSCRIPTS\End Processing Assistant" folder when you have finished with the finding aid
□ Once the finding aid is returned from your team leader, email Johanna to let her know she can now move the collection to its final destination
V. FINISHING UP DOCUMENTATION
□ Complete all tasks on "Processing Workflow" sheet (finding aid editing, etc.)
□ Enter/update any folder #s where disks were removed in AV/DC tracker
□ Update bib record once FA is posted; give draft to team leader, then to Anne
□ Notify Anne re: deleting the collection from "UnprocColl.xls."
□ **If donor is living, draft letter (include info. about any material to be returned) and then show to Kathy Jacob before sending (with draft of front matter from finding aid.) Wait to post and print finding aid below until hearing from donor
□ Print out copies of finding aid from OASIS and file as follows:
1 copy Manuscript Department: in folder filed alphabetically in 3-drawer lateral outside Room 420;
1 copy for Public Services black binder (give to Public Services staff member);
1 copy for donor if applicable
□ **Draft permissions form if necessary, and show it to your team leader and Ellen Shea if necessary. Add form to G:\SCHLES\PUBLIC SERVICES\Condition of Use Forms and notify Public Services of its existence. If collection requires written permission of donor, create a separate file in the folder listed above with the last known donor contact information.
□ Draft final letter to donor, and show to Kathy Jacob. Send, along with complete finding aid, any permissions form, and any material requested for return
□ **Make sure copies of any correspondence with donors (including email and memos of phone conversations or meetings) are filed in the correspondence file
□ Update blue accession card and file in "processed" section of drawer
□ Write brief publicity blurb in the publicity document on G and let Jenny know it's there.
□ Update "Processing stats.xls" spreadsheet for beginning/ending size and dates and for format quantities.