III. Manuscript Workflow (Single Item Level Processing)
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