Steps from Unprocessed to End Processed

Owned by Betts Coup
Last updated: May 23, 2024
3 min read

Updated 2022.

  1. Archivist creates Aeon slip, routed to “In Technical Services -- Manuscripts and Other”, assignee is the archivist.  *For documentation on creating and routing Aeon slips, see Using Aeon when Processing*
  2. Archivist adds conditions governing access notes in Alma and ArchivesSpace to close the collection for processing.
  3. Archivist surveys the collection and consults with Manuscripts End Processor about materials needing special housing or other preservation concerns. If preservation concerns such as pests or mold are noted, work with Vicki, who will establish if preservation staff should be contacted. More minor preservation issues noted in survey and processing plan.
  4. Archivist writes processing plan in consultation with Head of Manuscript Section.
  5. For large collections, Archivist, Head of Manuscript Section, collecting Curator, and End-Processor meet as a team; for smaller collections, Archivist and End-Processor meet as a team. The processing plan is discussed with information shared and agreed upon regarding research value, processing levels, housing or rehousing, and supplies. Special attention paid to supplies that are needed for photographs, audiovisual and born-digital material, oversized or fragile items. It is useful to ask the End-Processor to house odd shaped, oversized, or audio/visual materials before processing begins.
  6. Archivist processes collection:
    • Arranges collection material into final physical and intellectual order (these need not match).
    • Collection materials should be in folders of the appropriate shape and size. Do not use sorting folders; use archival folders and write titles and enumeration in pencil lightly on the upper left side, where the label will go.
    • Work with end-processing to determine best housing for photographs, audiovisual and born-digital material, oversized or fragile items. 
    • All fasteners that are to be removed need to be removed by the Archivist. Fasteners should be removed if they will cause to users, unless they are of artifactual value. If they will not cause harm to the materials or researchers, no need to remove.
    • All materials should be in boxes that are shelf-ready or ready to be sent to HD.
    • Boxes should be labeled and barcoded by the archivist using the label-maker.
    • If folders are being labeled, these should also be labeled by the archivist.
    • Description for the collection should include: finding aid in ArchivesSpace; collection-level record in MARC; holdings records for each location in MARC; item records, with barcodes, for all top containers (boxes or oversized folders); Level 1 SNAC record complete.
    • *No archival description beyond box number and location should go in the item records*
  7. If the collection is going off-site: archivist packs the collection following above directions and alerts Manuscripts End Processor (Vicki Denby) to the number and size of bins and boxes to be picked up. Aeon slips are closed once materials are packed for pick-up.
  8. If a collection is going off-site: archivist removes 506 access restrictions that closed the collection for processing.
  9. If the collection is being shelved on-site, email Vicki Denby to let her know it is ready for shelving.
  10. If there is remaining material needing special housing, discuss with Vicki, route relevant Aeon slips to “In Technical Services -- End-Processing” and change assignee to Vicki Denby. The conditions governing access note should be changed to closed for end processing. Vicki may return to archivist with questions during this process.
  11. If there is remaining material that needs special housing or if Vicki is unable to shelve quickly and needs further information, archivist submits online Manuscript End-Processing Tracking form. Consultation regarding this material should be done in person or via email.
  12. Locations updated:
    • If going off-site, archivist updates locations in ArchivesSpace to [HOU] Harvard Depository once materials are packed.
    • If remaining on-site, end processor will update locations after being shelved.
  13. End-Processor alerts Head of Manuscript Section once end processing is completed and the collection is shelved in its permanent location, so that conditions governing access note can be removed.
  14. End-Processor closes out Aeon slip(s) once on-site materials are shelved.