Procedures, Warnings, Tips for Accessioning Archivists
When in doubt, talk to end processing!
Levels II and III processing include printed box and folder labels. Level I processing (Accessioning) includes only printed box labels and unlabeled folders. Everything that can be accommodated with standard supplies is taken care of at all levels.
- If something cannot be accommodated using standard supplies, asking the end processor is the right thing to do!
Accessioned (Level I) collections receive a finding aid in ArchivesSpace and bibliographic, holdings, and item records in Alma, just as a collection with additional processing. Most newly accessioned collections will be sent off-site to Harvard Depository by the accessioning archivist. Materials to remain on-site will be shelved by the end processor. Frames, masks, keepsake boxes, Rolodex files, audiovisual materials (records, VHS tapes, reel-to-reels), mounted plaques, other large or small objects, and some photographic materials are examples of things routinely given to end processing whether they are staying onsite or not! see : HD FORMAT RESTRICTIONS
- Any time an archivist encounters something they aren't sure how to handle they should show it to the end processor for assistance, no matter what the level of processing.
Because accessioning is the first and often only processing a collection receives, it is especially important that the accessioning team take advantage of end processing assistance whenever standard supplies and procedures aren't going to work. In this way the accessioning archivist(s) and the end processor can also bring about better, easier archival housing supplies and techniques. This section provides some supplies and procedures recommended especially for Level I processing.
*NOTE: Please review the section in this manual on End Processing for Archivists (Levels II and III processing) to become familiar with general practices for more fully end processed collections so you can prepare material with an eye for how it may be redone in future. If you are involved in accessioning single items, please also read section III. Work Flow for Manuscript End Processing (Single Item Level)
Staff Responsibilities : Handing off material to End Processing (routine)
For context, please refer to I. End Processing Manual : manuscript and archival collections. See also: Recycling and disposal (includes disposal of frames and other non-collection material)
The Archival and Manuscript Processing Manual, Accessioning Section, provides a blueprint for the types of collections that move through the accessioning workflow. With the integration of Houghton and Harvard University Archives, some of these workflows are expected to change. Below are augmented versions of Accessioning Workflows and edited versions of End Processing, Locations, and Prepping for HD to show in greater detail how material is best prepared for handing off to end processing for onsite shelving, or for handing off for special end processing work or consultation as the collection is being processed for HD or onsite shelving.
NOTE: Tracking forms are required for most hand offs to end processing. Consult with end processor if unsure. *All box labels go in center of short end of flat boxes
Accessioning Workflows (from Archival and Manuscript Processing Manual>Accessioning)
(augmentation added by end processor in bold text below)
New Collection (Gift or Purchase)
Material given to or purchased by Houghton which will not be treated as an accrual to an existing collection
Accrual to a Processed Collection (Gift or Purchase)
Material given to or purchased by Houghton for which we have a related collection with shared provenance that has been described in a finding aid
Accrual to an Unaccessioned Collection (Gift or Purchase)
Material given to or purchased by Houghton for which we have related collection(s) with shared provenance that have not been described in a finding aid
(There is no impact on end processing except regular rules)
Accrual to a Catchall (Gift or Purchase)
Item(s) that will be incorporated into an existing catchall, as requested by curator (see Catchalls document for list)
Single Item (Gift or Purchase)
Single item given to or purchased by Houghton that will be individually cataloged
See link above. For more detailed information and examples, see End Processor's Guidelines Single items
End Processing, Locations, and Prepping for HD (from Archival and Manuscript Processing Manual>Accessioning)
Handing off other kinds of material to end processing
All items require online tracking form and AEON slip.
Framed items that will remain framed (small) - can go on red truck in box or not in a box
Framed items that will remain framed (large) - in-person drop off recommended (see : Framed Material)
Multiple boxes/Paige boxes - on red cadillac truck near windows, or in-person drop off, well-marked : AEON slips, and tracking forms for all
Smaller boxes - on lower shelves of red truck, each box with its own AEON slip (can be duplicate copy)
Volumes - upright on top shelf of big red truck; AEON slip folded in half, sticking out of top of volume
PF folders larger than 14x18 - top of wire rack near window, by end processor's table
Flat pf folders, 14x18" or smaller - in open metal edge box on second shelf of big red truck
Upright archival file folders - with upright volumes, held up by brick
Upright archival file folders that are accruals or autograph files, or cathcalls - in plastic file box on top of OLD white truck behind end processor's work station, alphabetical by call number,
with AEON slip protruding from top center
Delicate/special/extremely fragile/complicated items or objects that seem very problematic to store - in-person drop off or consult necessary
Prefab or small box from a collection, fully labeled and processed, includes volume number, ready for H.D. - in gray bin next to big red truck, with post-it note with your name on it.
In Conclusion
Single item manuscripts, no matter what size, shape, or location (HD or onsite) are end processed solely by the end processor. The cataloger (accessioner/archivist) gives them a default GEN location in Alma. The cataloger provides only temporary housing, any type of folder, box, envelope, etc. that seems appropriate (bound volumes may not need a container) before placing them on the end processor's red truck. The end processor will provide a custom box or the right size prefab for each item when necessary.
As already mentioned, a collection can be small and not require boxes. It can be a few sheets that would fit in a folder, drawer or prefab. If in a prefab, it will always be marked as a volume, i.e. "Volume 1" or "Volume 2" etc. A collection can also take the form of a bound volume of letters. Furthermore, it can sometimes stay onsite, sometimes go to HD, and, if it is a prefab or volume, easily get mistaken for a single item, which adheres to a slightly different procedure.
The accessioning archivist is not required to provide labels at all for bound volumes (HD or onsite), or folders that go into drawers onsite. Nor need they carry out conservation measures such as inner folders, or interleaving, even in the case of photographs or negatives without first consulting the end processor so that various protocols the end processor has in place can be preserved. We used to use archival photo sleeves and take time to interleave or individually treat each photograph and negative within a folder, but we no longer do that as a general rule. The current default is not to use inner folders, interleaving, photosleeves, or phototex paper, unless some special reason for custom treatment is provided or recognized.
Procedures, Warnings, Tips for Accessioning Archivists
AUTOGRAPH FILES, CATCHALLS (old or new), ACCRUALS - see tracking form for explanations
The end processor will update records for the Autograph File. There should be some instructions for them soon in the End processor's Guidelines section.
BATTERIES - see Born Digital Devices
BORN DIGITAL DEVICES
Computers, cell phones and other "born digital" devices should have batteries removed and stored in a separate ziplock bag until the data can be retrieved. After that, discarding the batteries can be discussed. If they cannot be removed, end processor will consult with Conservation about how to handle. (Possible fire hazard, aside from battery acid)
BORN DIGITAL DEVICE RESTRICTIONS
AV/Digital and "other technology" (i.e. cell phones, computers) are restricted until they have been processed by a digital archivist. Therefore, this part of a collection is considered "unprocessed". Consult Accessioning Archivist for how to handle records, but end processor will NOT affix RESTRICTED labels on the box or any inner housing. See MS Am 3460 Elizabeth Wurtzel papers, Box 5.
Box labeling : see HALF HEIGHT BOX LABELS
Box labeling presentation
BOXED COLLECTIONS : including bound volumes and pamphlets
BUBBLE WRAP
We do not use bubble wrap with archival materials, even temporarily. Bubble wrap is only used for padding out HD bins. The bubbles deflate over time, and the plastic is not archival quality, so likely off-gasses components harmful to the items they are supposed to protect. Better materials to use include archival tissue paper and the stable, archival foam or volara, polypropylene zip lock bags provided by the end processor. Archivists should always consult end-processor for breakable or other problematic object storage. This link may be useful: https://cameo.mfa.org/wiki/Bubble_wrap. If you are removing bubble wrap from existing collections, store it in one of the red wagons under the large tables in front of P1 entrance. It can be used (ONLY) for packing bins for HD. But if it has tape stuck to it, just throw it out.
CATCHALL (NEW)
Consult with end processor. End processor will decide what kind of box to use for the first box. End processor may re-house for either upright or flat storage. Often first box stays onsite and accumulates material until full and then (sometimes) sent to HD. End processor determines box and folder numbers, provides and attaches labels. Archivist enters detailed information for label taken directly from finding aid (NOT the title of the collection) and entered into tracking form. End processor shelves and completes finding aid locations & container profiles. Though comprised of items with separate provenances, individual folders in boxes do not get barcoded, unless they are in drawers with "Folder" as the top container. If a half-width document box is used, it is called a "box" (not a volume) in Alma. (see MS Am 3466 Emily Dickinson)
CONSERVATION
Any information gathered about housing/handling/labeling recommended by Conservation staff should be shared between the archivists, assistants and the end processor. So that it can be added to this manual for future use. This kind of follow up is crucial to our obligation for keeping collections safe.
DE-FRAMING (see frames)
DISCARDING ITEMS FROM A COLLECTION
FRAMES AND DEFRAMING
HALF-HEIGHT BOX LABELS
PACKING PAIGE BOXES OF BOUND VOLUMES - (being edited)
PREFABS
Prefabs are labeled by end processing. For detailed information, see Prefabs and CMI boxes. The accessioning archivists do not need to label prefabs that stay onsite or that go offsite as part of collections, but can hand them off to the end processor. Single items in prefabs also go directly to the top shelf of the end processor's red truck, whether onsite or offsite. Do not use plastic label holders for labeling prefabs.
RECYCLING AND DISPOSAL
SPACERS / PADDING OUT for Level I (Accessioning)
"Temporary" housing materials - (should always be archival)
TRACKING FORM
Tracking form gives a step by step training about information needed to complete collections. The end processor should review that form with Accessioning Archivist periodically to update. All new staff in Manuscript section who need to use the form should have it reviewed carefully with them so that they understand the reasoning behind the questions.