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

Handing off to End Processing:

• 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. (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.

Where to put material being handed off:

• 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

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