Archival Processing

To begin processing the collection, survey the material present in the boxes, noting material types, subjects, dates, and condition of the materials.

Gather all known descriptive information available for the collection being surveyed. This may include deeds of gift and other donor agreement forms, accession records, preliminary inventories, and vendor’s descriptions. Examine these documents for answers to the following:

• Where did the collection originate? Who created the documents?
• Was the collection donated or purchased?
• Who donated/sold the collection?
• When was the collection acquired?
• Why was the collection acquired?
• What is included in the collection?
• What is the extent? (cubic or linear footage, container count, size of digital files)
• What types and formats of material are included?
• Is there biographical information on the creator available?
• Are there any restrictions on access, usage, or copyright?
• What are the primary subjects documented?
• Where are is the collection physically located?

Any or all of this information will aid in surveying. While some information, if identified, can be used to automatically populate certain survey fields (i.e. donor, collection or accession number(s), collection creator, etc.), other information will generally assist in the completion of a more thorough survey. For example, an existing description of what was donated or a preliminary collection inventory will help determine whether you have located the collection in its entirety or, conversely, that components of the collection are missing. Biographical and historical information identified on the collection creator will later help in writing the biographical/historical note.

Do not move anything in the collection while performing the survey. Just review the physical collection, making sure that all parts of the collection are present as expected.

• Count the boxes present and compare them to what the existing documentation (such as a shipping list or deed of gift) says should exist. Notify your supervisor of any discrepancies.
• Review existing container labels to find information on their contents, creators, and the type and quantity of materials in them.
• Open the containers to review the contents. Note whether existing container labels are accurate. Compare what you find in the collection with what was identified in the processing plan documents. Notify your supervisor of any discrepancies.
• Identify existing groups of related materials. These groups will likely become the basis for the collection arrangement.
• Place new, temporary labels on the boxes. Include the donor name and a temporary box number on this label. If possible, indicate to which group of records the contents appear to belong.
• Using the information from the new box labels, establish a list of potential series into which the collection may be arranged. Compare the list with what was identified in the processing plan. If the two lists match, processors may notify their supervisor that they are ready to move on to the next step. If the lists do not match, processors should notify their supervisor for further discussion.