Additional Information
Computer and Software
- ACCESS database for making labels
- AEON
- ArchivesSpace
- Forms
- Mapping your computer
Demonstrations
Documents and Slide shows
Legacy
Table of Contents (full)

Additional Information:
End Processor position (function)
Perhaps the function of the end processor position is to fulfill physical and (in part) process control. Both could be subsets of collection management.
see: SAA dictionary; Archives Terminology
- physical control
  n. the establishment and tracking of the location of holdings in a repository’s custody
  
  Notes:
  This archival function often occurs as part of accessioning or processing. Physical control ensures that archival resources are stored where descriptions indicate. Intellectual control includes descriptive efforts to identify potentially relevant materials and point to where those materials should be stored. Sometimes the pointers are absolute, indicating a specific box on a specific shelf in a specific room. In other cases, the pointers may be relative, directing users to a collection and box number that are positioned within a range of similar numbers.
- process control
n. the management and oversight of actions taken on records in a repository:
Citations:
Weinberg 1986, 19The record has two sections. The first section represents the process control and the second section represents the action performance. NARA 1986, 23In addition to the descriptive information, process control data elements include the unit of archival control and the unit(s) of physical custody as well as the type of actions taken (such as accretion to an existing body of records, or the creation of a new record group) and the related NN concurrences for each action. Holmes, Hedlin, and Weir 1986, 308–309The project team concluded that RLIN could support many NARA descriptive needs, but not NARA’s needs for process control. Even if RLIN moved toward distributed processing (which is likely), the transmission and transaction costs associated with large volumes of data and the high percentage of administrative information of no interest outside the National Archives are strong arguments against adopting RLIN as the primary automation system supporting NARA process control functions. Reynolds 1987, 267In addition to descriptive screens, the system includes process control and action screens, which provide useful tools for recording donor information, processing status, and other accessioning data. Hensen 1992, 274The first of these was the idea of process control. Unlike other bibliographic materials that are more or less confined between their covers, archival materials are mutable over a time/space continuum. In other words, things happen to them after they enter institutional custody (they are weeded, sorted, re-sorted, added to, conserved, preserved, etc.), and these changes have a direct impact on the description of the materials. The bibliographic description of such material must, therefore, be able to accommodate and record these changes. Boles 2005, 147–148As more and more repositories automate record control information, data from these sources should be integrated into a system that will provide needed “process control” information for many subsequent archival functions ranging from storage, preservation, and statistical accounting to arrangement, description, and access.
- collection management
n. (also collections management) the set of activities and policies associated with maintaining archival resources

Notes
The term collection management originated in the library profession, but archivists adopted it in the 1970s and 1980s.
- container management
ArchivesSpace module involving

Computer and Software

ACCESS (microsoft) database (for printing labels from a shared MS Section directory)

FIND ACCESS on your machine:
- Type "ACCESS" or "MICROSOFT ACCESS" in the START menu to see if you have the app.
- If you do, install or open it
- If you don't, those with Harvard Machines should be able to install MS Access/Visio via the Software Center application in the Start Menu.
Tell Access to recognize the department drive location as a trusted location. To do this:
Open MS Access
Click on File > Options (extreme bottom left of screen)
Click on Trust Center
On the right, under Microsoft Office Access Trust Center, click Trust Center Settings.
In the left pane of the Trust Center dialog box, click Trusted Locations.
To add a network location, in the right pane, select the Allow Trusted Locations on my network
Click on ADD new location
In the Microsoft Office Trusted Location dialog box do this:
In the Path box, type the path of the location of the parent folder that you want to add: H:\HOUGHTON\Technical Services\
To specify that subfolders of the new trusted locations should also be trusted, select: Subfolders of this location are also trusted
Click OK, then close and reopen ACCESS

See sceenshots below:

Demonstrations

Periodic demonstrations on various topics pertaining to preservation practices, both routine, and updates, are offered by the end processor to keep everyone up to date with procedures and supplies. Here are some that have taken place, and some ideas for future demos. This is also a good way to make sure the manual is updated at the same time.

Demonstration - May 2024

Review standard supplies and focus in on supplies available for UPRIGHT end processing using Irina’s Soyinka collection as a starting point.

Irina’s Soyinka project brought up a number of fundamental preservation practices for a fully processed Level III collection.
Consider the user – Importance of consistency in labeling, supplies, etc.

Staple removal – rust – microspatula – required vacuuming (keeping work area clean and organized) –think about the user – helped her with spacers and storing boxes that were partly done

Rebox, new label holders, straightened folders, remove paperclips, put spacers in, used inner folders and interleaving to protect badly torn sheets, and did a lot of work!
Supplies on shelves along window ledge
Locations A,B,C, etc.

Melanie / Irina’s shelves

Shelf list, labels, donor plates

UPRIGHT supplies

Mention supplies next to my workstation

Standard size pf boxes and folders

Briefly mention ziplock bags and photo supplies, plastic video & audiocassette covers

Show information notebook

ArchivesSpace descriptions

Sample box to show what Irina did

Use right size folders for box

Fill the box full – use an empty folder to mark where old box contents ends & new begins

Better than leaving half empty – see how folders slouch over. Can come out if not folded properly

Hand will just fit in back

Inner folders and interleaving – not for photographs or early mss.

Paige box – spacers, etc.

Box history - alternative size boxes : wide, narrow, tall (also record album boxes & object boxes, card file, etc. can be used for other things.)

Spacers for document boxes – show and also show corrugated dividers

A few new things:

Textiles, moths, lures, plastic bags – Carie, freezer

Batteries – remove from devices, store all in ziplock bags – can be discarded after processing

Vinegar Syndrome – film and microfilm – test strips

Face paint, matches – dried up, not flammable. But should still ask.

Anytime you need a supply that is not standard, that you don’t see, ask me. That goes for labels too. I can help with custom labels. Also questions about old supplies that might still be used, show me. Sometimes we can share with other libraries.

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