Scope: This is the procedure that RMC staff use to accession an addition to an existing manuscript or archival collection. Appraisal, accessioning in Voyager, and distribution of material are commonly done by the curator, or the designated other archivistby a technical services archivist using information supplied by the curator.
Contact: Margaret Nichols
Unit: RMC
Date last reviewed: 09 10/0626/20172018
Date of next review: August 20182019
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1. Receive the materials.
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- the range of dates (245 $f, and 008 fixed fields for dates)
- the title (is it still an accurate description of the collection?)
- the extent (300 field)
- the restrictions, if any (506 for access restrictions, 540 for restrictions on use)
- the summary (520)
- the subject headings (6xx)
- the added entries (7xx)
Remember to add a 948 field showing you updated the record, and save it to the database.
7. On the Voyager holdings record, add a 541 field and a 583 field (following the previous ones) to describe the added material and any actions taken on it (received, acknowledged, etc.). For details on these fields, see Holdings Record Fields section of LTS Procedure #81.
8. Save the updated catalog record in Voyagerupdated holdings record to the database.
9. Update the guide to the collection in EAD (as of January 2019, update the guide in ArchivesSpace), or send updates to the processing Collections Assistant.
10. Note which boxes (if any) can be sent to the Annex.
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