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Unit: RMC
Date last reviewed:
Date of next review: August 2020 August 2023
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1. Receive the materials and prepare an MOU (Memorandum of Understanding for the donor to sign).
2. (Curator:) Review the materials and make a preliminary list. Create a pre-accession record in AirTable if we don't already have one. Note down the processing priority for this accession, and conservation treatment or special housing needed.
3. Distribute any unwanted material as appropriate.
4. (Curator:) Note down the level of processing needed, and conservation treatment or special housing needed. Give Fill out an accession form (available on the RMC Technical Services wiki) and give this information to the person who will accession the new material in ArchivesSpace.
5. (Curator:) Write acknowledgment letter.
6. (Accessioning specialist) In the arrival log in AirTable, designate the material as In process. Search ArchivesSpace for the resource record for the collection. Note the collection number. Then create an accession record and link it to the resource record. The title of this accession should be a brief description of the material being added. Record the information from step 4 above in the accession record.
7. Create an event to show that you accessioned the new materialon the accession (that is, starting from the accession record) to show when the material was received / acknowledged / accessioned / MOU done. You can add a "processed" event on the accession, as well, if the material was processed at the time of accession. In the “outcome note” in the basic info section, be sure to record the physical location of the material being added.
8. On the resource record, update as needed:
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9. If the new material will take up one or more new containers, create an instance on the resource record for each of the containers if there is no guide. If there is a guide, create the new archival object(s) and make sure the container instances are linked only to the object and not the resource. 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 guideaddition and update the guide after the accession is made (as opposed to step 7), create an event on the resource to show that you processed the new material. In the “outcome note” in the basic info section, be sure to record the accession number of the accession you processed and its physical location.
1112. Note which boxes (if any) can be sent to the Annex.
1312. Add a printout of 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 (either the physical folder or the digital folder).
13. Update the status of the material in the arrival log in AirTable.
14. RMC processing staff rehouse the additional material.
15. The additional material then goes to the stacks Collections Assistant, who assigns box who assigns box locations. If the addition is large, she may find a temporary location while location while they await processing, and make a note in the ArchivesSpace top container records for them giving the temporary location (for example, RMC [t.l.: K-109] etc.).
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