Scope: This is the procedure that RMC staff use to accession an addition to an existing manuscript or archival collection. Appraisal , is commonly done by the curator; accessioning in Voyager, ArchivesSpace and distribution of material are commonly done by the curator, or by a technical services archivist using information supplied by the curator.
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Unit: RMC
Date last reviewed: 10/26/2018
Date of next review: August 20192020
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1. Receive the materials.
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5. Write acknowledgment letter.
6. Search Voyager Search ArchivesSpace for the catalog resource record for the collection. Update . Note the collection number. Then create an accession record and link it to the resource record.
7. Create an event to show that you accessioned the new material.
8. On the resource record, update as needed:
- the range of dates (245 $f, and 008 fixed fields for dates)of creation
- 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 and restrictions on use or reproduction)
- the summary (520)
- the agents (whether in the role of a creator, source, or subjectthe 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 holdings record to the database.
- subjects (including form/genre terms)
9. If the new material will take up one or more containers, create an instance on the resource record for each of the containers. Be sure to record the temporary location of each container.
10. If you have time to process the new material right away, create an archival object for each container and add it to the resource record as a "child" in the appropriate series.
11. When you finish updating the guide, create an event to show that you processed the new material.
129. 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.
1113. Add a printout of the Voyager the accession record, the memo of understanding, and any correspondence or other information related to the addition or its acquisition, to the collection's accession folder.
1214. RMC processing staff rehouse the additional material.
1315. The additional material then goes to the stacks Collections Assistant, who assigns box locations. If the addition is large, she may find a temporary location while they await processing, and make a note in the Voyager holdings record ArchivesSpace top container records for them giving the temporary location (for example, 583 $x Physical location: boxes 8-13 on K-108-B, RMC [t.l.: K-109] etc.).