POST PROCESSING CHECKLIST for ARCHIVISTS

Owned by Jenny Gotwals
Last updated: Dec 04, 2024 by Emily Mathay

I. READYING COLLECTION FOR END-PROCESSING ASSISTANT [EPA]

  • All photocopying should be complete
  • Folder order in cartons must exactly match FA
  • Complete work-flow label: # cartons; circle fragile, closed, photos, etc.
  • Folder restrictions (what is written on flag) must match FA
  • Create item removed forms for restricted items to be removed from folders, clip to items to be removed
  • Consult Ellen re: whether collection should stay onsite or be shipped to HD; circle HD or pool on barcode sheet
  • Send draft of finding aid and copy of blue card to your supervisor and Mark for review
  • Revise finding aid as necessary
  • Discuss end processing check with Kelcy 
  • Print FA for EPA's use when numbering (please # pages - when printing, click "options" tag and add #s)
  • Put FA doc. into the Manuscripts/End Processing Assistant SharePoint folder  (title the file with the collection name, not the sch#)
  • Print big and little box labels (2.5 boxes to a carton, but estimate low so as not to waste labels)
  • Complete top section of 1st page of barcode sheet
    • Collection name should match the creator, not the collection title (do not write "records" or "papers").  If the main entry is a person, then list collection name as "Last name, first name." If there is no creator, use the collection title.
    • note if collection name has changed from what's currently in Tracker
    • only list MC# (no T# etc.)
  • Email Paula with the following information (copy and paste):

               Please add the following collection to the end processing queue:

Collection name:

Extent:

Where collection will be shelved (HD/onsite):
NOTE: express extent as boxes and folders, not linear feet 

  • Ask Paula where to shelve cartons while awaiting end processing.  When shelving cartons, keep the following in mind:
                         -shelve cartons together and in order (cartons should always have lids)
                         -do not put oversize boxes on the shelf (they are too big); shelve folio+ boxes sideways so they don't disturb boxes in other aisles; shelve oversized folders on the gray shelving unit on the 3rd floor
                         -make sure you aren't filing your collection in the middle of a collection
                   
  • Paula will contact you concerning an end processing meeting (it may take several months). At the meeting, be prepared to talk to EPA and Paula about any special issues, etc.


II. NUMBERING AND FILING PHYSICAL COLLECTION


FILING MEMORABILIA

    • Rehouse memorabilia that will be boxed separately from collection
    • Update memorabilia database


FILING PHOTOGRAPHS

    • Calculate total number of photographs, give to Joanne (for use in tracking cataloging)
    • Talk to Joanne about updating shelf lists for specialized photographs such as daguerreotypes, etc.


FILING AUDIOVISUAL MATERIAL

    • Label all tapes in pencil with corresponding AV #s (do not use post-its, ask Joanne for labels if you need them), label CDs and DVDs using a thin sharpie, writing only on the inner hub, not on the media. Keep audiovisual materials with the collection for EPA labeling and rehousing


III. WHILE END-PROCESSING IS HAPPENING, YOU CAN……

    • Finish up work with printed materials - make sure all have been checked, meet with appropriate curator(s) if necessary, complete separation record
    • Any starred items below under "finishing up documentation"


IV. PROOFREAD NUMBERED FINDING AID

When EPA is finished boxing, you must review the finding aid for numbering errors, etc.

    • Check cross-references within finding aid
    • Check box and folder# spans in series titles, arrangement tag
    • Review and complete extent and access sections
    • When you have finished with the finding aid, MOVE the xml file back to your own folder in the Manuscripts/Finding Aids SharePoint folder and DELETE it from the Manuscripts/End Processing Assistant SharePoint folder 
    • Notify Laura and Kelcy that the finding aid is ready for its final review
    • After Laura and Kelcy sign off, email Paula that the finding aid is complete and ready for tagging check (do this when it is actually ready to be posted). Let Paula know if there are any archived websites to be linked to the finding aid.
    • Email Paula to let her know she can now move the collection to HD

V. FINISHING UP DOCUMENTATION

    • Complete all tasks on "Processing Workflow" sheet (finding aid editing, etc.)
    • Enter/update any folder #s where disks were removed in AV/DC tracker
    • Update bib record once FA is posted; have Paula and your supervisor review draft.  After updating the Alma bib and holdings, add item record.
    •  Notify Kelcy re: deleting the collection from "UnprocColl.xls."
    • **If donor is living and you decide you want to run the finding aid by them before posting, draft letter (include info. about any material to be returned) and then discuss with Victor Betts, Jenny Gotwals, or Patrice Green before sending (with draft of front matter from finding aid.) Wait to post and print finding aid below until hearing from donor.
    •  If your collection has A/V, notify Joanne when the finding aid is posted so she can download data for Media Projects Tracker.
    • If your collection has born-digital material, notify Zachary Maiorana when the finding aid is posted so he knows any PDFs created can be deposited and linked.
    • If your collection has born-digital material, Jen Weintraub or Zachary Maiorana will provide born-digital extent information after they have deposited the material in the DRS.  Add the born-digital extent to the bib record.  The metadata archivist will add it to the finding aid.
    • **Draft permissions form if necessary, and show it to Kelcy and Ellen Shea if necessary. Add form to PUBLIC SERVICES/Condition of Use Forms SharePoint folder and notify Research Services of its existence. If collection requires written permission of donor, create a separate file in the folder listed above with the last known donor contact information.
    • **Make sure any email with donors are moved or copied to the Schlesinger Library Records Collection Control Files in Outlook.
    • Update blue accession card and file in "processed" section of drawer
    • Update "Processing stats.xls" spreadsheet in the Manuscripts/Processing Stats SharePoint folder for beginning/ending size and dates and for format quantities.


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