Processing Manual



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UNIVERSITY OF CALIFORNIA, IRVINE
Special Collections and Archives

Archival Processing Manual
Last update September 24, 2014 Sara Seltzer






1 INTRODUCTION
5
T
HE MAKING OF THIS DOCUMENT

5
2 BASIC ARCHIVAL PRINCIPLES
5
A
RCHIVAL MATERIALS AND COLLECTIONS

5
P
ROVENANCE

5
O
RIGINAL
O
RDER

6
L
EVELS OF
C
ONTROL

7
2.4.1 ARRANGEMENT 2.4.2 DESCRIPTION
3 WORKFLOW
9
4 PLANNING
11
B
ACKGROUND RESEARCH

11
S
URVEYING THE COLLECTION

11
P
ROCESSING PLANS

13
H
OW MUCH WORK TO PERFORM
?
13
4.4.1 ACCESSIONING VS MINIMAL PROCESSING
H
OW LONG SHOULD PROCESSING TAKE
?
16
4.5.1 TRACKING PROCESSING METRICS
5 ARRANGEMENT
17
O
RGANIZATION

18
5.1.1 COLLECTION LEVEL 5.1.2 ACCESSION LEVEL 5.1.3 SERIES LEVEL 5.1.4 BELOW THE SERIES LEVEL
H
OUSING
&

H
ANDLING

38
5.2.1 BOXES 5.2.2 FOLDERS 5.2.3 PAPER 5.2.4 BOUND VOLUMES 1


5.2.5 OVERSIZE ITEMS 5.2.6 BULKY ITEMS 5.2.7 PHOTOGRAPHS NEGATIVES AND SLIDES 5.2.8 SCRAPBOOKS AND ALBUMS 5.2.9 AUDIO AUDIOVISUAL AND DIGITAL MEDIA
6 DESCRIPTION
47
T
ITLES

47
6.1.1 BASIC RULES 6.1.2 NAME SEGMENTS IN TITLES 6.1.3 FORM SEGMENTS IN TITLES 6.1.4 TOPICAL SEGMENTS IN TITLES
D
ATES

59
I
DENTIFYING FOLDERS

60
6.3.1 LABELS 6.3.2 TITLES 6.3.3 NUMBERING
M
EDIA MATERIALS

61
6.4.1 DESCRIBING PHOTOGRAPHS 6.4.2 MOVING IMAGES 6.4.3 SOUND RECORDINGS 6.4.4 DIGITAL MEDIA
7 CREATING THE FINDING AID
68
U
SING LEVELS OF DESCRIPTION EFFECTIVELY

68
U
SING THE
A
RCHIVIST
'
S
T
OOLKIT

68
7.2.1 CHECK THE ACCESSION RECORDS 7.2.2 CREATE THE FINDING AID USING THE RESOURCE RECORD
C
OLLECTION
-L
EVEL
B
ASIC
D
ESCRIPTION

71
7.3.1 TITLE 7.3.2 DATES 7.3.3 EXTENT AND MEASURING THE COLLECTION)
72
N
AMES AND
S
UBJECTS

73
7.4.1 CREATOR 7.4.2 NAMES OF INDIVIDUALS AND CORPORATE BODIES USED AS SUBJECTS 7.4.3 TOPICAL AND GEOGRAPHICAL SUBJECTS 7.4.4 GENRES AND FORMS OF MATERIALS 7.4.5 OCCUPATIONS 7.4.6 CONTRIBUTORS
C
OLLECTION LEVEL NOTES

78
7.5.1 ORDER AND LABELING OF NOTES 7.5.2 USE AND WORDING OF COLLECTION
-
LEVEL NOTES
C
OLLECTION LEVEL FINDING AID DATA

95
S
ERIES
(
OR SUBSERIES
)
BASIC DESCRIPTION AND NOTES

96
7.7.1 SERIES NUMBERS 2


7.7.2 ORDER AND LABELING OF NOTES AT THE SERIES OR SUBSERIES
)
LEVEL 7.7.3 LANGUAGE OF MATERIALS NOTE
(
LABEL
:
L
ANGUAGE
(
S
)
OF MATERIALS)
97 7.7.4 CONDITIONS GOVERNING ACCESS NOTE
(
LABEL
:
A
CCESS
)
98 7.7.5 CONDITIONS GOVERNING USE NOTE
(
LABEL
:
R
EPRODUCTION RESTRICTIONS)
98 7.7.6 EXISTENCE AND LOCATION OF ORIGINALS NOTE
(
LABEL
:
E
XISTENCE AND LOCATION OF ORIGINALS)
98 7.7.7 EXISTENCE AND LOCATION OF COPIES NOTE
(
LABEL
:
A
LTERNATIVE FORMS OF MATERIALS)
98 7.7.8 BIOGRAPHICAL HISTORICAL NOTE
(
LABEL
:
H
ISTORICAL BACKGROUND ORB IOGRAPHY OR ORGANIZATIONAL HISTORY)
98 7.7.9 SCOPE AND CONTENTS NOTE
(
LABEL
:
S
ERIES
/S
UBSERIES SCOPE AND CONTENTS UMMARY)
98 7.7.10 ARRANGEMENT NOTE
(
LABEL
:
S
ERIES
/S
UBSERIES ARRANGEMENT)
100 7.7.11 PROCESSING INFORMATION NOTE
(
LABEL
:
P
ROCESSING NOTE)
101
B
ELOW THE SERIES OR SUBSERIES

102
7.8.1 F
ILE
-
LEVEL NOTES 7.8.2 GENERAL PHYSICAL DESCRIPTION NOTE
(
LABEL
:
P
HYSICAL DESCRIPTION)
103 7.8.3 LANGUAGE OF MATERIALS NOTE
(
LABEL
:
L
ANGUAGE
(
S
)
OF MATERIALS)
103 7.8.4 CONDITIONS GOVERNING ACCESS NOTE
(
LABEL
:
A
CCESS
)
103 7.8.5 CONDITIONS GOVERNING USE NOTE
(
LABEL
:
R
EPRODUCTION RESTRICTIONS)
104 7.8.6 EXISTENCE AND LOCATION OF ORIGINALS NOTE
(
LABEL
:
E
XISTENCE AND LOCATION OF ORIGINALS)
104 7.8.7 EXISTENCE AND LOCATION OF COPIES NOTE
(
LABEL
:
A
LTERNATIVE FORMS OF MATERIALS)
104 7.8.8 BIOGRAPHICAL HISTORICAL NOTE
(
LABEL
:
H
ISTORICAL NOTE ORB IOGRAPHICAL NOTE)
104 7.8.9 SCOPE AND CONTENTS NOTE
(
LABEL
:
S
COPE AND CONTENT NOTE)
105 7.8.10 PROCESSING INFORMATION NOTE
(
LABEL
:
P
ROCESSING NOTE)
105
C
ONTAINERS

106
7.9.1 ADDING INSTANCES 7.9.2 INTELLECTUAL VERSUS PHYSICAL ORDER 7.9.3 CONTAINERS FOR EACH LOWEST COMPONENT 7.9.4 COMPONENTS THAT SPAN MULTIPLE BOXES
R
EVISING A FINDING AID NOT ORIGINALLY CREATED IN THE
A
RCHIVISTS


T
OOLKIT

107
7.10.1 MAKING THE REVISION DIRECTLY IN THE
EAD
FILE 7.10.2 MAKING THE REVISION IN THE RESOURCE RECORD
8 RESTRICTED RECORDS
109
UCI
AND PUBLIC RECORDS

109
D
ONOR

S RESTRICTIONS

109
P
RIVACY AND SUNSHINE LEGISLATION

109
F
RAGILE ITEMS OR ORIGINAL MEDIA

110
C
OMMON RESTRICTED RECORDS

110
8.5.1 STUDENT RECORDS 8.5.2 PERSONNEL RECORDS 8.5.3 MEDICAL RECORDS AND HUMAN SUBJECT RECORDS 8.5.4 GRIEVANCE FILES 8.5.5 TRADE SECRETS OR PATENTS 8.5.6 DONOR FILES 8.5.7 T
HIRD
-


Hat do you do if you find restricted records
The making of this document
Original order
Levels of control
Go from the general to the specific.
Include only information that pertains to the level being described.
Surveying the collection
Processing plans
How much work to perform
Level of effort
Accessioning vs. minimal processing
How long should processing take
Tracking processing metrics
Work performed at the collection-level
Organization
Accession level
Working with multiple accessions
Processing a collection with multiple accessions for the first time
Processing additional accessions to a previously processed collection
Series level
Series based on a common characteristic
Grant proposals
Processing activities for photographic collections
Series based on a common organizing principle
Series emerging from a common function or activity
Personal papers
Professional papers
Personal and professional papers
Civil rights civic labor environmental gay and lesbian political etc activism
Legislative records
Political campaign records
Functional series common to organizations, offices, departments, etc.
Administrative (or organizational) records
Program records
Operational records
Project records
Curriculum and instruction records
Public relations records
Series emerging from a common source or origin
Multiple sources
For individuals papers
Sequence of series
Below the series level
A view into how individual folders are labeled within a box
Housing & handling
Bound volumes
Oversize items
Photographs, negatives, and slides
Audio, audiovisual, and digital media
Housing audiovisual and digital media
Labeling audiovisual and digital media
Titles 6.1.1
Moderate-effort description:
Inheritance and clarification
North cascades conservation council records
Irvine campus academic advisory committee agenda and minutes
Membership lists
Name segments in titles
Individual or corporate body
More than one person or family responsible
Form of the person, corporate, and family names
Corporate body name changes
Unknown creators or repository-created collections
One or two forms
One or two predominant forms
Common forms based on function or purpose
Topical segments in titles
Identifying folders
Describing photographs
Moving images
Sound recordings
Digital media
Creating the finding aid
Using the archivist's toolkit
Check the accession records
Policy before 2013
Collection-level basic description
Names and subjects
Names of individuals and corporate bodies used as subjects
Topical and geographical subjects
Genres and forms of materials
Collection level notes
Use and wording of collection-level notes
Conditions governing access note (label access)
Conditions governing use note (label publication rights)
Conditions governing use note (label reproduction restrictions)
Preferred citation note (label preferred citation)
Immediate source of acquisition note (label acquisition information)
Existence and location of originals note (label existence and location of originals)
Existence and location of copies note (label alternative forms of material)
Biographical / historical note (label chronology)
Bibliography (label bibliography)
Scope and contents note (label collection scope and content summary)
Order of information
Separated materials note (label separation note)
Processing information note (label processing note)
Related archival materials note (label related collections)
Collection level finding aid data
Series (or subseries) basic description and notes
Language of materials note (label languages) of materials)
Existence and location of copies note
Scope and contents note
Arrangement note (label series/subseries arrangement)
Rapid data entry (rde) functionality to save
Mandatory at
General physical description note (label physical description)
Scope and contents note (label scope and content note)
Intellectual versus physical order
Components that span multiple boxes
Restricted records
Donor’s restrictions
Fragile items or original media
Common restricted records
Do not release without written authorization
Medical records and human subject records
What do you do if you find restricted records
Handling and housing restricted material
Appraisal and separation
Commonly discarded records
Relocation of publications
Completing the finding aid
View test files
Upload the final file to oac
Submit production files
Completing processing
Oversize folders in miscellaneous flat boxes or map cases
Course announcements:
Handbills: see fliers. handbooks:
Organizational charts:
Technical reports:
Glass plates and tintypes
Removing fasteners.
Removing hardware.
Removal of post-it notes.
University of california, irvine
Processing level
Value score = (15)
What series will you use
Indicate any student work needed
Processing supervisor sign and date
Collection title:



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