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 ArchivesSpace and distribution of material are commonly done by a technical services archivist using information supplied by the curator.
Contact: Margaret Nichols
Unit: RMC
Date last reviewed:
Date of next review: August 2020
1. Receive the materials.
2. (Curator:) Review the materials and make a preliminary list.
3. Distribute any unwanted material as appropriate.
4. (Curator:) Note down the level of processing needed, and conservation treatment or special housing needed. Give this information to the person who will accession the new material in ArchivesSpace.
5. (Curator:) Write acknowledgment letter.
6. 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. Record the information from step 4 above in the accession 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 of creation
- the title (is it still an accurate description of the collection?)
- the extent
- the restrictions, if any (access restrictions, and restrictions on use or reproduction)
- the summary
- the agents (whether in the role of a creator, source, or subject)
- the subjects (including form/genre terms)
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. 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.
12. Note which boxes (if any) can be sent to the Annex.
13. 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.
14. RMC processing staff rehouse the additional material.
15. 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 ArchivesSpace top container records for them giving the temporary location (for example, RMC [t.l.: K-109] etc.).