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Contact: Margaret Nichols
Unit: RMC
Date last reviewedupdated: 07 06/2128/1617
Date of next review: May 20172018
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Initial Appraisal and Accessioning
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7. Using the accession book on the RMC-shared drive, assign a collection number to the collection. Record it in the Voyager record and write it Assign an accession number to the collection in the online accession book, as well (example: M171-06-001 for the first manuscript collection accessioned in June 2017). Record the collection number in the 099 and 524 fields of the bibliographic (bib) record in Voyager, and in the 852 $h subfield on the Voyager holdings record. Record the accession number in the 541 $e subfield on the holdings record. Write the collection number on the containers (boxes etc.).
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11. The processing Collections Assistant will create Voyager create a Voyager item records record with each boxthe boxes' s temporary location. Once the stacks Collections Assistant has assigned permanent box locations, she will update the item records.
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2. Note down what material (if any) can be sent to the Annex and what should be kept herein RMC.
3. Technical services staff rehouse the material according to instructions in the curator's notes. This may include some refoldering and shifting of material. Staff handle the items designated to be separated from the collection (list them if required, and pass them on to an RMC book cataloger).
4. Consult the Assistant Director for Technical Services & Curator of Digital and Media Collections about the proper housing for visual materials. Consult the Digital Archivist about digitizing any audiovisual materials in the collection.
5. As you go through the collection, compile at least a preliminary box list in Excel. Print out a copy of the list for the accession folder, then e-mail the list as an attachment to the Collections Assistant in charge of processing, for use in creating the EAD guide. Be sure to specify the collection number.
6. Let the stacks Collections Assistant know when the collection is ready for her to assign box locations. If the collection is large, she may find a temporary location for the boxes while they await processing, and make a note in the Voyager holdings record giving the temporary location. Or the temporary location of an individual box may be input on the item record for it ("t.l. ...").