The creation of a part-time position to take over end-processing tasks requires that we standardize several processing procedures. Once the arrangement and description of a collection is complete and the finding aid reviewed and edited by the team leader, it is likely that the processor will hand everything off to be end-processed by the End-Processing Assistant [EPA]. Kelcy and Paula will determine which collections go to the EPA.
It is therefore essential that all processors begin to follow the procedures listed below. This may require substantially changing your own way of doing things, but the end result will be that a lot of the time-consuming and complex end-processing work will be done by one person, who will become very good at the various complexities that some collections have, and at numbering and filing different kinds of material. It is probable that you will still have to end-process a collection (especially if it is less than 10 linear ft.) but we all should begin to process as if we will not be doing the end-processing.
The end-processing assistant should not be doing ANY processing, only numbering, boxing, and removing - that means making no judgment calls, no consolidating folders, etc. Changing ranges of folders and/or dates as they coincide with box breaks is ok as long as you discuss it with the EPA first.
FLAGGING
While refoldering, all processors must:
Use WHITE flags for items to be photocopied
Please use a new flag for each new item to be copied. If several in a row, you can clip the items to the white flag.
Write notes for student on flag if necessary (e.g. "copy both sides of clipping")
Spotchecking student work as they go is more important, as you will not be checking everything as it is pulled
Use BLUE flags for photographs to be removed from folders (cataloged)
Write the # of photos to be removed on each flag (esp. if some will stay in the folder)
Use GREEN flags for oversized material to be removed
Use RED flags for restricted material:
If several items, clip items to be restricted together with flag
Write the exact restriction on the red flag: "closed until 2065"
Put a red flag in the front of a folder that is entirely restricted, write "folder" with the restriction on the flag
Use YELLOW flags for notes to yourself while processing.
These should all be removed before collection goes to EPA
If you need to remove an oversize item or a number of photographs from a folder in order to correctly bump it out, etc., you may put those things in an old folder or sling directly behind the folder they are coming out of (the finding aid will suggest to the EPA that something is to be removed, but you should also alert her to the presence of such material)
FINDING AID
Before giving the finding aid to your team leader the first time, double check that if you have photographs or oversized material to be removed to a catch-all folder, you list the catch-all folder in the finding aid
When you give your finding aid to your team leader to read, you should let them know how many cartons the collection currently is. You should also discuss with your team leader the amount of material to be removed from folders (photocopies, restricted, etc.) This information will aid in EPA assignments.
A collection must be fully photocopied before it can be worked on by the EPA. Start asking for photocopying as soon as you know you need it and have flagged a significant amount. When you give your FA to your team leader, you should alert them to the photocopying status.
PHYSICAL FINAL STEPS
When you get your finding aid back from your team leader with edits, you need to:
Organize the folders in cartons in the exact same order as they appear in the finding aid (use work flow labels to number the cartons so it is clear to EPA)
Double check that your restrictions as written in the FA match those physically marked throughout the collection
Double check that where you have a blue or green flag, you also have a note in the FA that says something is removed
Deposit your xml file in the folder "…MANUSCRIPTS\End Processing Assistant" - title the file with the collection name, not the sch#
Inform your team leader and Paula when you are ready to physically part with the collection
Print labels and finding aid (with page #s, without tags) and give to Paula
When you hand the cartons and the printed finding aid over to the EPA, you want to feel like there is no reason for you to see them again. The EPA may have questions for you, but the goal is for you to have done the required work as completely as possible so that questions are minimal. The EPA will box the collection, add box and folder #s into the finding aid, and file all material. When she is finished, you will review the finding aid for numbering errors, etc.
Please delete the xml file from the "…MANUSCRIPTS\End Processing Assistant" folder when you have finished with the finding aid (move the file back to your own folder)