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Scope: Steps to be done by ATS staff and Curators in preparation of archival collections. This does not include steps required by the RMC Director.

Contact: Director for Archival Technical Services, Katerina Dimitriadou-Shuster 

Unit: ATS / RMC

Date last updated: 3/11/ August 2025

Date of next review:  March 2026

Before the collection arrives (Curators)

• During negotiations, curators are encouraged to:
  • request that collection materials not needing significant padding are shipped in banker's boxes or equivalent capacity containers (this will facilitate next steps)
  • request that donors provide an inventory for the collection to be shipped
  • give the Simplified Bulk Importer and Instructions for filling to create a box/folder list
  • let donor know how to contact ATS if they need more guidance. If donors are on campus we may be able to arrange to give them boxes.
• Curators make arrangements for its delivery and fill the Collection delivery planning form in AirTable to let us know of its arrival. 
• Curators fill out a Pre-Accession Form in Airtable. Ideally prior to a collection’s arrival in RMC or within 24 hours after arrival. If the material is onsite and in the arrival log, the pre-accession record should be properly linked to it.

Delivery of collection (ATS staff)

• Materials arrive in RMC and located at the Intake Room, or another pre-arranged location (if collection is too large for the room).

• ATS staff assigns an Arrival Number in the AirTable Arrival Log.

• All boxes are labeled with this unique AirTable number, and a box number as part of total shipment (eg. 1 of 4).
• An automated email notifies curators of the receipt.

After the collection arrives (Curators) 

** For a downloadable list of this section click here: Intake and Receiving Procedures for Curators

• No later than within 48 hours from receiving a notification, curators:

1. Open and inspect ALL boxes and packages fully and remove any packaging. 
2. Handle Curators conduct a basic survey of the collection material. If everything looks good, they add a “checked by curator” slip on the boxes, or handle any issues with the shipment as needed (Missing items from purchases, conservation concerns etc.)
3. If the delivery is to be split in multiple collections, mark clearly each section with the corresponding collection numbers and all other necessary information.
4. If not already done, appraise collection materials and remove duplicates and separated materials.
   1. for Duplicates: follow guidelines here (insert link when available)
   2. for Books and materials for individual Cataloging: 
      1. Transfer the AirTable Arrival Log post-it to the item or its enclosure.  
      2. If the item is a purchase, write the PO number (sent from LTS Ordering) on an item flag or add it to AirTable.  
      3. Include inventories, dealer descriptions, or any other relevant documentation for each item. 
   3. for Digital materials: follow the steps in theAccessioning Born-Digital Materials on Physical Mediapage 
5. Remaining archival collection materials are transferred into Transfer boxes, Folders, or white Hollinger boxes, provided in the Intake Room.
6. Download and fill the Pre-Processing Inventory (if shipment is split into more than one collection, fill a separate form for each collection indicating partial delivery) 
7. Label all boxes with:
   1. collection number
   2. box number and total shipment (eg. 1 of 4)
   3. transfer the AirTable Arrival Log post-it
   4. include inventories for each box
   5. any other relevant information to assist with accessioning
8. Rename all files with the RMM or RMA collection number or temporary title, and email all relevant documentation, inclding the Pre-processing Inventory, any donor-supplied inventory spreadsheets, MOU or correspondence files to rmctechservices@cornell.edu (non-sensitive information can also be included in the PreAccession form)
9. Transfer the boxes to their next-step carts outside the intake room in the hallway (Accessioning Cart for archival materials, Cataloging Cart for book-like items)
10. Discard all packaging:
    1. use the trash receptacle on wheels for plastic and trash material only. 
    2. all boxes must be collapsed placed them in the empty brown box for recycling.  You can place other paper recycling here, as well.

• Filling in the Pre-Accession form:
  • Link to Pre-Accession Form

  • Be sure to match a delivery with its pre-accession form information:

    1. 1. If you usually wait until a collection has arrived and you receive an Arrival Log notification before you fill the pre-accession form, add the Arrival Log number to the form
       2. If you filled the form prior to its arrival, write the Temporary Collection Title used in the pre-accession form on the Box-1-post-it-note with the Arrival Log number.

Accessioning (ATS staff)

• Collection is accessioned in ASpace by ATS staff:
  • Box locations are tracked in AirTable, and must changed as the boxes are moved. After accessioning,

...

• • the AirTable location becomes obsolete and boxes are tracked through ArchivesSpace

...

• • and Aeon.

  • If the collection is new, a new number is assigned in the Accession Book and a resource is spawned in ASpace.

  • “Custodial History” or “Processing Note” note is added at the resource level, recording the new accession. Ex: “25 cubic feet of material was donated in June, 2022.” or “5 new items were acquired throughout 2019”
  • Entries in AirTable are marked “Accessioned” with the accession number added
  • Boxes are labeled with their call number and boxes are numbered
  • Boxes are located, permanently or temporarily
  • Documentation is added to the digital and/or physical Accession File
  • Accessioning status can be tracked through the Accessioning Status Interface