IV. Accessioning Workflow (Level I Processing)

Owned by Betts Coup
Last updated: Jul 10, 2024 by Vicki Denby

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

 

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  • Accessioning archivist assigns call number and eadid (Google Sheet) and updates MARC
    • If collection is wholly photographic, the photographic protocol is followed
      • If transport or other temporary boxes, folders, or other containers are needed for photographic material, the end processor can assist
  • Accessioning archivist updates extent and item records in MARC and extent and containers in ArchivesSpace
    • End processor can further update if necessary
  • Accessioning archivist boxes and labels the collection for transfer to HD (items that need special treatment or must remain onsite are forwarded to end processing)
    • Submit end processing tracking form for special treatment or short term end processing, drop off in person recommended
    • Prefabs en route to H.D. follow same workflow and labeling format as for single item manuscripts
    • Prefabs (called "volumes" in ArchivesSpace and Alma) containing single items to shelve onsite go on top shelf of red truck with other volumes
      • end processor may rehouse and will label and shelve all single items
    • Prefabs to HD can go in end processor's gray bin after labeling & updating, include a post-it that has archivist's name
    • AEON slip (folded in half) should protrude from front of box, with call number visible

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


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  • Accessioning archivist boxes and labels the accrual for transfer to HD (items that need special treatment are forwarded to end-processing)
    • Single sheet/folder and onsite accruals can be put in end processor's plastic box (Catchall, Autograph file, and accruals) in legal-sized folders with AEON slip, folded in half, sticking out in top center of folder
    • Follow alphabetical call number sequence set up by dividers in the plastic box

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)


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  • If special end processing is required, accessioning archivist numbers folders physically and in containers in the finding aid
    • Folders  may be numbered in pencil by accessioning archivist, but folder labels are created and applied by the end processor
    • End processor may create, update or assign folder numbers and create or assign new boxes 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
    • Most often these items are in folders and are put by the accessioning archivist into the end processor's plastic "catchall" box on the large, white, stationary truck behind their workstation

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)

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(augmentation added by end processor in bold text)

Newly accessioned material to be shelved in Houghton, Pusey, or Lamont should be given to end processing to shelve; the notes below are offered for guidance in housing material and may change according to stacks requirements. The list of collection codes  is helpful in considering sizes and formats of housing. (see also: Locating material with ArchivesSpace : call numbers and shelving). But note that the end processor will normally ultimately decide upon the type of housing and location of shelving, and so whatever housing you provide could change later on.

End Processing and end processing prep

  • Collections of one linear foot or more are generally housed in Paige boxes (labeled in center of short end of box) and sent to HD
  • Small collections (between .04 and one linear foot) may remain onsite but should be sent to HD if feasible
  • Collections of a small amount of paper may be housed in prefabs 
    • see templates available in shared directory (H:\HOUGHTON\Technical Services\MS Section\MS documentation\hou.labels.other) that can be copied, and consult end processor about existing conventions
    • inner folders are not required for prefabs, consult end processing with preservation/conservation concerns
    • labeling mirrors that of end processed single items in prefabs. See Single item manuscript end processing for the end processor > End processing single item manuscritps : Harvard Depository (offsite storage)
    • after labeling and updating records, place prefab, with post-it note that includes your name, in end processor's gray bin for shipment to HD (on a folding truck next to big red incoming truck)
    • NOTE: single item manuscripts are handed off to end processing for labeling and shelving. They can be handed off in a prefab or a folder, onto the end processor's big red truck. The housing may change later.
      • use empty flat pf box on second shelf of end processor's big red truck to drop off items in folders up to 16 x 20"
  • Oversize materials may be shelved flat in portfolio (pf) boxes (sturdy metal-edged pf boxes may be sent to HD)
  • Oversize sheets, posters, etc.  for HTC may be appropriate for flat files; send to end-processing for shelving
    • place in pf folders and leave on top of metal shelf unit next to end processors work table, near windows
    • AEON slip (folded in half) to protrude from top of short end of folder, at the fold; tracking form filled out
  • Oversize framed/glazed items are labeled and shelved onsite by the end processor in one of several framed storage locations, if not deframed
    • review deframing practices here, and with end processor if new to the library
  • Glass, wood, framed and glazed items or objects, may not be sent to HD
  • Parchment may not be sent to HD
  • To avoid temperature fluctuation in transit, audiovisual materials should be kept on site if possible; consult with end processor to help with more detailed care planning and see II. End Processor's Guidelines and Housing Solutions > Audiovisual, so that the latest practices can be shared.

HD Prep

Material going to the Harvard Depository will need to be labeled (box label with barcode, and HD sticker). Pick up must be arranged via the online HD form; as of this writing, the Accessioning Archivist handles all of these steps.

  • Consult with end-processing staff about the materials to be used in labeling.
  • Create box labels using scripts located H:\HOUGHTON\Technical Services\MS Section\MS documentation\hou.labels.boxes (export EAD from ArchivesSpace prior and run BAT file), or use other template of your making
    • see templates available in shared directory (H:\HOUGHTON\Technical Services\MS Section\MS documentation\hou.labels.other) that can be copied, and consult end processor about existing conventions
  • Place one barcode and one repository sticker on each label, making sure the correct repository labels and barcodes are used (HOU or THE).
  • Create one item record for each box, scanning in the barcode.
  • If you have a sheet of double barcodes (two each with the same barcode) and there will be a delay making item records and scanning, you may place the second barcode on a separate sheet with corresponding box numbers for later scanning.
  • Place one label inside one label holder on the front of each box, being sure to cross out any existing writing on the box.
  • Use the online HD form to arrange for pickup of the new boxes (or have someone who has access to the system do so).
  • Place each Paige or Hollinger box(es) inside one grey plastic bin; cover with a rain catcher (soft side up); close the bin and fasten with a pink plastic tie.
  • Prefabs from collections (not single items) can be placed in the end processor's gray bin, which is next to the big red truck, and accumulates new material en route to H.D.
  • Stack the boxes no more than 5 high in the designated area for outgoing bins.

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 MATERIAL

DIGITAL DEVICES (other technology)

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)

CELL PHONES

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

SLIDES : see Housing Solutions

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.