Archival Processing

Proofread the full finding aid carefully and correct the following:

• Spelling and grammatical errors
• Box and folder numbering errors
• Inconsistent punctuation, terminology, style, and formatting
• Descriptions that could mislead or confuse readers
• Incomplete descriptions or items flagged for further attention by the processors

Box Numbers

Label boxes with the collection title and box number with printed labels. Put the label on the end of the box that is visible when the box is shelved.

Number boxes consecutively from Box 1 to the end of that collection, including all oversize boxes. Do not start over with box 1 at the beginning of each series. If an addition to a collection occurs after box numbers have already been assigned, use the next box number in the sequence. Do not renumber boxes or folders for additions.

Folder Numbers

Label folders with archival-quality labels to indicate:

• Collection Title (abbreviated is fine)
• Box Number
• Folder Number

The words "box" and "folder" can be abbreviated or dropped altogether to save staff time and space on the folder tab. Additional information about the folder contents can be added if desired.

Loose or Unboxed Items

All collection items should be housed in archival-quality containers. If an object's size or shape makes this impossible, fasten an identification tag  to it with archival paper and twine. Do not write on or affix labels directly to collection objects unless directed by a supervisor.

Shelve the Collection

Coordinate with your library's curator/registrar to find a permanent location in the stacks for the collection.

Shelving Location Number

Record the shelf location number on the end of each collection box exterior, including the Alma barcode if applicable. The example below shows a Zasio location label with the Alma barcode. 

Record the collection's shelf location:

• In ArchivesSpace by linking the location to each box using the Manage Top Containers function
• In your library's locator guide and administrative files, if applicable

When finishing a finding aid in ArchivesSpace, be sure to complete these fields in the Finding Aid section:

• enter the EAD ID
• enter the Finding Aid Title
• enter the Finding Aid Date
• enter the Finding Aid Author
• select the Description Rules: Describing Archives: A Content Standard
• select the Language of Description: English
• select the Script of Description: Latin
• select the Finding Aid Status as: Completed
• tick the box for Finding Aid Status Published

Check the containers using the Manage Top Containers function and make sure each container has:

• correct box number
• barcode
• container profile (the size and type of box)
• location

When the finding aid is ingested to ArchivesSpace, update the corresponding accession record:

• In the Related Resources section, link it to the finished Resource Record for the collection
• In the Component Links section, link it to the finished Archival Object records for the series, file, or item it became in the finding aid (this is mainly applicable to additions to collections)
• In the Collection Management section
  • record the Processing Extent in Cubic Feet
  • set the Processing Status to "Completed"
• Create an Event Record for type "Processed". Do not use "Processing Completed."

When the collection-level MARC record has been created for the public catalog, update the corresponding accession record:

• Create an Event Record for type "Cataloged".

As soon as a collection is fully processed and ready to be shelved, send the finding aid link to Special Collections Processing for input to OCLC/WorldCat and the University Libraries public catalog (Alma).

Entering the collection record to Alma for the public catalog also generates a holdings record. This record consists of a list of boxes with their barcodes. These barcodes can be copied to Zasio or ArchivesSpace for box tracking during checkouts. Contact Special Collections Processing for help exporting a list of barcodes for boxes from the catalog.

Coordinate with your supervisor to announce the opening of newly processed and publicly-accessible collections via the library's social media channels. 

• Write a brief press release that answers the Who - What - When - Where - Why of the collection
• Photograph or scan 1 to 2 documents or views of the collection that can serve as a visual aid to the collection's content

When appropriate, consider announcing the collection in field-specific newsletters and blogs.

Use this checklist to make sure you have finished processing the collection.