CA Collection Control Project (CA CCP) - smith-special-collections/sc-documentation GitHub Wiki

Project Goals

  • Identify non-permanent records
  • Publish collection level description for all collections that are not completely closed
  • Add top containers (including container profiles, barcodes, and locations) to ArchivesSpace for all permanent records
  • Identify restricted materials in ArchivesSpace and on box

Staffing

  • Dan (supervision, inventory importing)
  • Nanci (consultation, approval of retention recommendations)
  • Ellice (through Spring 2020)
  • Scott
  • Sylvia (starting Summer 2020)
  • Student worker (as available)

Numbers

  • ~5,800 boxes belonging to 230 different collections
  • 25 boxes that belong to multiple collections
  • 125 unpublished collections

Workflows

Any collection-specific changes to these workflows will be indicated in the Trello card.

Additions to published collections workflow

  • Identified with a blue label in Trello
  • Retention review (if applicable; identified with a red label in Trello)
    • Use inventories or look in boxes to identify non-permanent material according to the retention schedule
    • If one or more boxes consists entirely of such material add information to the spreadsheet for Nanci's review
    • At this point, we are identifying material for future disposal that will be sent to/kept at West St. rather than move to new Neilson.
    • No further work to be done with any boxes identified for future disposal
  • Identify restricted material. Use inventories if they exist, otherwise look in boxes
    • Mark box as restricted with date of latest restriction included using new label template
    • Indicate restrictions in ArchivesSpace
    • Notify Dan if any oral histories are found, regardless of whether they are marked as restricted
  • Renumber as appropriate on box and (if applicable) in inventory to import
    • Renumber each box at the end of the collection, ignoring “binder numbers.”
    • Examples
      • Collection contains boxes 1-4, next box is 5
      • Collection contains boxes 1-2 and 871-873, next box is 3
      • Collection contains boxes 901-913, next box is 1
    • If box label does not include the collection title, write collection number on the label
    • Note: Some large collections will not be renumbered. Trello cards for these collections have a yellow label.
  • Add description (including top containers) to ArchivesSpace
    • Import inventories or describe at accession or box level
    • Except for very short inventories, Dan will import the inventory into ArchivesSpace, but leave it unpublished prior to adding the card to the sprint board.
  • Barcode, container profiles, and locations added
    • No changes to location spreadsheet necessary
  • Update scope and contents note (if necessary), recalculate extent and dates
  • Add a revision statement

Unpublished collections workflow

  • Identified with a pink label in Trello
  • Same as workflow for published collections, except that finding aid needs to be written and then reviewed by Dan
  • While social distancing rules in effect, biographical/historical notes will not be added

Collections not to be renumbered workflow

  • Identified with a yellow label in Trello
  • Same workflows as above, except:
    • Each accession should be a series level archival object with the accession number in the component unique identifier as explained in the standard instructions
    • Accessions should be listed in order from earliest to latest in the inventory
  • Boxes are not to be renumbered except if:
    • There are multiples of the same number in a single accession (this should be very rare)
    • The boxes are not part of an identified accession. Number all such boxes in the collection starting from 1 and include under a series level archival object at the end of the inventory with the text "Unprocessed" in the component unique identifier.

Portion of workflow suspended while social distancing rules in effect

  • Sources for writing biographical/historical notes
    • Faculty
    • Departments/offices
      • Reading room card catalog
      • Black box in Nanci's cubicle