Post-processing Activities

Owned by Jessica_sedgwick (Unlicensed)
Last updated: Aug 15, 2022 by Charlotte Lellman
3 min read

Once the finding aid draft is complete, the processing archivist should take the following steps:.

The Processing Archivist should:

  1. Hand off finding aid for peer editing (editors should refer to the Finding aid editing checklist), alternating between fellow processors (processors should keep track of this individually). Notify the CSA who will be editing the finding aid.

  2. Hand off finding aid for CSA review, apply revisions.

  3. Save complete finding aid (named using the medXXXX number) in the Description folder and notify the CSA.

  4. Once the finding aid is published (CSA will notify you), update the collection MARC & Holdings records (See the Cataloging page for specific guidance):
    1. In the 852:
          $$h  Update the collection number (remove accession number)
          $$z   Delete this subfield.
    2. In the H08 $$a:  change from "p" (preliminary) to "c" (complete)
    3. Add a 506 Access note, modifying the following statement as needed:
      • Collection is open for research. Access requires advance notice. Access to Harvard University and certain organizational records are restricted for 50 years from the date of creation. Access to personal, patient, and student information is restricted for 80 years from the date of creation. Contact Public Services for further information.
    1. Ensure all fields in the bibliographic record are updated, including Title, Creator, Extent, Series list (351), Subject headings, Biog/hist and Scope/content, and Language.
    2. In the LDR, change Encoding Level (17) from 5 to # (for full-level).
    3. Add the permalink for finding aid in a 555:
             555  0_  $$a Electronic finding aid available (XXX kb): 
                            $$u https://id.lib.harvard.edu/ead/med00XXX/catalog
    4. Update the Holdings record:
    5. Consolidate holdings records: If the collection includes multiple holdings records for different accessions, move all items to one holdings record (or two holdings record if some material is on-site and some is off-site) and update the chosen holdings record per the instructions above. 
      See the Cataloging page for instructions on moving items between holdings records and deleting/withdrawing items.
    6. Add/update Item Records to reflect all containers onsite and offsite, as well as any unboxed materials (items on shelves, oversized folders in the flat file, etc)

  5. Generate EAC-CPF record per the EAC-CPF instructions/template; save in the collection's Description folder on the N drive.

  6. Submit final updates to the Daily Activities tracking and Collection tracking records in MD.

  7. Ensure all processing deliverables are accounted for:
    1. The Description folder on the N Drive is cleaned up and all files named properly.
    2. The v2 (or otherwise latest version) processing plan is updated with an accurate account of the how the collection was processed.
    3. Update the control files with print copies of the processing plan (final version reflecting decisions made) and any other relevant notes or documentation
    4. Hand control files off to the CSA.

  8. Promotion and outreach activities:
    1. Write a blog post announcing the opening of the collection with a link to the finding aid; publish and notify the Deputy Director and cc the CSA when complete.
    2. Update any existing, relevant Wikipedia articles with a reference link to the finding aid.

  9. Send the collection to off-site (HD) storage or stacks storage as appropriate.

The Collections Services Archivist should:
  1. Review the finding aid and give feedback to the processing archivist.

  2. In Aspace:
    1. If stub resource exists, note Agent and Accession links and delete stub resource. 
    2. Upload finding aid to Aspace.
    3. Dedupe major Agent record and update creator Agent record (punctuation check, source, ID)
    4. Link/relink Agents/Accessions. 
    5. Update Collection Management fields/records for both Resource & Accession records.
    6. Check containers list for dupes/errors.
    7. Check subjects.
    8. Hit "publish all" just to be certain.
    9. Verify that finding aid loads to HOLLIS.

  3. Notify Public Services and the Processing Archivist when the finding aid has been published.

  4. Review MARC and Holdings records for appropriate updates.

  5. Print and add final finding aid and MARC records to the control files, ensure the control files are otherwise updated, and re-file (print marc from Alma)

  6. Review the MD record and N Drive folders and update as necessary.

  7. Check updated blog post.

  8. Update lists/records:
    1. AccessionsCollectionNumbers
    2. Collections libguide
    3. Trello

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