Annex Workflows

Retrieving Boxes at the Annex for Use at Neilson

1. Requester contacts Dan with the box information (e-mail must include either the barcode or full identifier for each box). Note: Boxes requested prior to Friday will be delivered on Friday.
2. Dan e-mails box barcode to Josh Frankenstein
3. Josh delivers boxes to Special Collections Reading Room
4. Reading Room staff posts in Reading Room Slack channel that boxes have arrived
5. Dan replaces box labels (if necessary)
6. Dan updates tracking spreadsheet

Exception: Requests made via the A/V digitization workflow do not need a separate Annex request.

Returning Annex Boxes

1. Requestor returns boxes to designated "Annex return" shelves
2. Dan e-mails box barcodes to Josh Frankenstein
3. Boxes are picked up from the Reading Room Friday morning and returned to the Annex
4. Dan updates tracking spreadsheet

Permanently Removing Boxes from Annex

1. Dan notifies DADE staff (Andrew Kretschmar, Micah Walter, and Josh Frankenstein) of the boxes to be removed and their destination
2. If Facilities or a vendor (usually InfoShred) is involved, Teah coordinates
3. DADE staff determine best method of carrying out removal and handle deletion of boxes from SIS
4. Dan updates ArchivesSpace as necessary

Sending Additional Boxes for Permanent Storage at Annex (currently must be a one-to-one match with boxes being permanently removed)

1. Dan notifies DADE staff (Andrew Kretschmar, Micah Walter, and Josh Frankenstein) of number of boxes to be sent and requests SIS barcodes
2. DADE staff send SIS barcodes to Dan, who adds them to boxes
3. Dan follows normal return process to send new boxes to Annex (in batches depending if requested by Josh)
4. DADE staff updates SIS
5. Dan updates ArchivesSpace