Scope: The following list summarizes the stages of archival processing to be followed by archival processing staff.

Contact: Technical Services Archivist, Freddy Loew

Unit: ATS / RMC

Date last updated: March 2025

Date of next review:  March 2026

Roles:

Director for Archival Technical Services:  Katerina Dimitriadou-Shuster

 Technical Services Archivist: Freddy Loew 

Digital Archivist:  Emmeline Evans Kaser

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 here (scroll down)
• Review the processing checklist. Download a copy of the template here (scroll down)
• 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. In ASpace enter location as t.l. K: 109 and Cheryl will locate the boxes and update location in ASpace.
• Add collection to the completed collections list for the current year (link must be updated each year)
• 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.

NOTE

 In order to allow for consistent metadata standards across institutions, the Society of American Archivists created Describing Archives: A Content Standard or DACS (link to the current edition.) The guide can be consulted when questions arise.