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Created by
Katerina Dimitriadou-Shuster, last updated on Mar 12, 2025
2 minute read
Scope: The following list summarizes the stages of archival processing to be followed by archival processing staff.
Contact: Technical Services Archivist Fredrika Louise Loew
Unit: ATS / RMC
Date last updated: 3/11/2025
Date of next review:
- Assign the collection: The @Director for Technical Services the @Technical Services Archivist and / or the @Digital Archivist, in consultation with curators and other stakeholders as appropriate, assign a collection to a processor (by this point, the collection will have already been accessioned and a resource will have been created). If the collection being processed had previously been accessible to researchers, we will add a “Closed for Processing” restriction note in ASpace. The AirTable Project Management entry is updated by the Technical Services Archivist, and a copy of the form is emailed to the processor.
- Survey the collection: The archivist (in conjunction with processing staff) surveys the collection to gain an understanding of its condition and contents, and consults documentation accompanying the collection, such as accession records, dealer descriptions and inventories, deeds of gift or purchase agreements, etc. This material is available in the digital and/or physical accessioning folder, as well as in ASpace.
- Prepare the processing plan: The processor prepares a processing proposal, outlining a plan to arrange and describe the material. Following discussion with their supervisor and other stakeholders, the plan is revised, if needed. Download a copy of the template in the linked page.
- Review the processing checklist. Download a copy of the template in the linked page
- Process the collection: arrange, rehouse, describe, and create a finding aid. (See below for specifics)
- Email relavant links and information to the Assistant Director of Technical Services, the Technical Services Archivist, and the responsible curator to let them know that the finding aid is ready for review. The processor makes revisions to the plan as needed.
- Label and barcode: the boxes are labeled and barcoded.
- Transfer the collection for locating; if it will be sent to the annex, the material is put in the Mezzanine Staging area. If it will stay in the vault, it is placed on K-109.
- Add collection to the completed collections list.
- Add a processing note to the Resource record and a processing event on the related accession or resource (if the material comprises more than one accession or the accession is unknown)
- Review the processing checklist: The final step is to review the processing checklist to ensure that all steps have been completed.
- Inform the Technical Services Archivist that the project is complete. The AirTable Project Management entry will be marked completed.