see also: Collections and Single Item Manuscripts

Philosophy and principles : 

When in doubt, talk to end processing!

End processing is mentioned in several places within the Archival Processing Manual, from the perspective of archivists who process manuscripts and collections at all levels, including Level I (Accessioning). Just as processing levels are determined collaboratively, and don't always fall neatly into one category, housing and labeling "levels" require collaboration and will vary. Archivists are not expected, nor encouraged, to solve housing or labeling problems on their own. Problematic items (anything that doesn't work with standard housing and padding out supplies) should be visually inspected with the end processor, so that ultimately, solutions can be standardized, kept track of, and shared. It is more efficient, in the long run, to allow the end processor to do any custom work than to try and train each archivist in hand work that is best completed by a person (the end processor) with hand skills, trained in preservation techniques and idiosyncratic local conventions. It is worthwhile to establish an atmosphere that encourages staff to come to the end processing unit with questions, and to follow these simple training techniques. Offering help and asking questions can be effective:

check in
visually inspect together (don't just talk or just listen)
discuss and demonstrate the procedure or hand off the appropriate supply
have the person perform the procedure while you watch (stay there and watch)
return soon after to answer questions and check work
follow up later on (evaluate success)
document any resultant changes in procedure
share procedural or supply changes with team (if appropriate)

End processing for archivists means mainly labeling a box or folder using scripts in ArchivesSpace. These general procedures for Levels II and III are included in the archivists' manual. The end processor participates in creating labels that aren't produced by these scripts. Single item manuscripts do not receive any labeling by the archivist, other than the AEON slip accompanying the item. They are handed to the archival end processing unit, with any relevant notes in the tracking form, in AEON or on the call slip. (Printed books is a separate unit with its own manual). The end processor has encountered and documented a wide array of situations. Issues around housing, handling, shelving, and conservation are often obvious to them at the earliest stages of processing. Because expertise with possible or likely solutions lies in the end processing domain, discussions early on can be a real time and money saver. This manual archives the physical aspects of the unit's housing, handling, conservation, shelving, etc. concerns during all stages of processing. Hopefully, it provides continuity and promotes transparency, both of which strengthen relationships within our unit, and with other stakeholders, in accordance with Principle 6 from the Guiding Principles in our Archival Collection Processing Manual.

Historical Perspective

A website search for the words "end processing" produced no results in association with archival processing at libraries outside of Harvard. The term is normally used by libraries to mean labeling and boxing bound printed material. We are different. Houghton library (an AASC library) always had an end processing unit for printed material, but also one for manuscript and archival material.  Archivists elsewhere did their own boxing and labeling, each handling objects, odd shapes and sizes, that didn't fit in standard containers in their own particular way. Here, the end processor was positioned to learn about various kinds of enclosures, acquire skills, create unique solutions, and set standards on procedures, conservation, and supplies.  They were also in a position to observe and participate in numerous meaningful interactions between staff, and the consequences thereof. This also allowed the end processor to offer input on library-wide decisions that was taken seriously.  Outside of Houghton, there was sometimes this sort of "specialist" but the role wasn't developed as much, or named, or assigned any particular authority.  Though preservation departments have emerged over time as advisors, they are burdened by having to provide solutions that often involve intricate collaborations with curatorial staff that were in fact unnecessary. Often these collaborations lack the practical insight and foresight that the end processor has. In the end, we learn from our mistakes. In the beginning, we strive to avoid them. This is the end processor's situation.

Objectives and Responsibilities

The main objective of Manuscript and Archival end processing is to safely manage incoming material, secure (and maintain) final shelving. This means items received into workflow must always be:

FINDABLE

identified with call number (AEON slip, permanent labels)
assigned a location (in AEON, within the unit)
monitored on travels outside the unit (AEON)

SAFE

housed and handled using accepted archival principles and supplies at all stages of workflow
assessed for conservation issues
until they become

FINISHED PRODUCTS

shelved, easily and safely available to researchers
that may one day require further maintenance, updates, and changes from the Manuscript and Archival end processing unit

Manuscript end processor's Responsibilities

see also Appendix (additional information): End Processor position (function)

The end processor position's function is to implement physical control and participate in intellectual control of archival collections. This position helps coordinate the preparation of manuscript materials for labeling, handling and shelving, including materials that only require an exterior label or are going offsite; prepares and applies labels to single items and some smaller boxed collections; advises and trains staff who participate in these activities for boxed collections and single items, whether cataloged in full detail, or minimally processed accessions; finds locations for and shelves all manuscript materials that stay onsite. The end-processor treats or advises and consults with processing staff on items that have restrictions or other special needs, making sure that necessary information appears on the labels and in online records, and that they are routed to the vault or newly-created locations when necessary.

The manuscript end-processor accounts for all manuscript items that are passed on for end-processing until they are shelved; updating the Manuscript Tracking Form results, records in ArchivesSpace (AS), Alma, AEON, or special project documents as required. This includes location, container profiles, and extent (number of containers). The person in this position assists processing staff in declaring final steps are completed as accurately as possible for material handed off to them, including portions of larger collections or more complicated accruals and single items. The manuscript end processor notifies the Head of Manuscript Processing Team upon seeing that a processing restriction can be lifted on material they have received. The manuscript end processor may also advise or work on printed material, or advise non-Technical Services staff in this capacity. They are reponsible for the following activities.

MANAGE INCOMING MATERIAL: everything accurately labelled, accounted for in records, and in a condition facilitating access until permanently shelved.

Loosely bundled sheets/fragile items transferred to a pre-fab, box or envelope on RED TRUCK as soon as possible.
Upright items, including items in an archival file folder or envelope, held by a brick on the top shelf of the RED TRUCK (incoming manuscripts)
Small boxed collections on lower shelves of the RED TRUCK.
Foldered items (14x18" or less) organized on second shelf of RED TRUCK
Foldered items (greater than 14x18) kept on top of WIRE SHELF unit, end of the work table.

ASSIGN LOCATIONS and shelve all onsite material.

MAINTAIN STANDARDS (CONSERVATION, HANDLING, SUPPLIES)

conservation resource and liaison
consistent principles, logic, and communication devices to house materials, create and adhere labels that coordinate with information in finding aid
share and encourage consistent practices and standards for handling, use of supplies, etc. all along the Workflow Timeline
safe, simple, easy methods for temporary/permanent access and handling
research, order, re/evaluate, store/monitor, invent, assess staff needs for supplies
create, share, encourage use of standard supplies

UDATE RECORDS

ArchivesSpace, Alma, AEON, and Manuscript Tracking Form

CUSTOM ASSISTANCE : with housing, labels (includes manipulating data for labels), supplies, updating records, assigning locations, locating hard-to-find items

CONTAINER MANAGEMENT, COLLECTION CONTROL and MAINTENANCE

follow principles set up by our use of ArchivesSpace and in stacks, and special input from curators or public services for choosing final shelving location
collaborate with Head of Public services for shelving location issues out of the ordinary
recommend and carry out shifts of collections from ONSITE to HD to facilitate shelving new onsite material.
projects to relabel, update records (volumes, for example) for pre-ArchivesSpace collections as requested by Public Services or Curatorial staff
assign and apply shelf numbers to unlabeled areas (Richardson Alcove, new PF shelving, Map Room, etc.) in collaboration with Head of MS. section, Head of Stacks.

ASSISTANCE WITH ALL PROCESSING LEVELS

see Table of Contents for levels

Staff responsibilities

End processor's checklist : final step (shelving)

The final step in end processing is to ensure that material has been labeled, shelved, and records updated. That checklist includes:

AS (ArchivesSpace)

front matter (extent/notes/call number corrections, i.e. citation matches, or call number has been changed)
container profiles
locations

Alma

bib record (extent-300 field - matches front matter in AS)
holdings and item records
     (852 field) : Shelved with... (this has a whole separate procedure)
     location, b, MS, f, pfc, etc. or AS
     barcode
     library, HOU, THE, or HD

AEON

import updated information from Alma into AEON record to make sure it was saved correctly
mark the TN "EP complete. 3 boxes sent to HD"
route the TN to item re-shelved in order to close it
check to make sure it was closed
check for any obviously incorrect/outdated/confusing TNs with same call number and address as needed

Tracking form

update as completed, recording extent, location, date, other notes

Special project form

sometimes a separate spreadsheet in excel is used to manage special projects, which also needs updating