Phase I (Complete!)

Steps for initial survey of College Archives "processed" collections:

• Select one of the Trello cards for publishing minimal finding aids (under "Pre-Work" marked with purple and blue labels).
• Based on the CA Binder listings, create a minimum resource record according to instructions for minimum and enhanced resource records or updating a legacy finding aid with the following exceptions:
  • Biographical/historical notes are not required.
  • For extent, it is acceptable to use boxes instead of linear feet and leave the container summary blank.
  • When updating existing resource records with related accessions, it is sufficient to indicate that the Scope and Content note only covers the boxes recorded in the binder.
• Check the shared drive (S:\LIB\Special Collections\Archives\FindingAids) for relevant finding aids.
  • Copy any relevant finding aid notes into ArchivesSpace and note the existence of any inventories.

Expected outcomes:

• Published collection level finding aids that include almost all "processed" containers in CA

Phase II (and IIA)

Supplies needed:

• Laptop
• Barcode scanner linked to laptop and set to quiet
  • To set the scanner to quiet, scan the barcode labeled "Closed voice" in the bottom right corner of page 19 of the scanner's manual
• Barcode sheets
• Tape measure
• Pen
• For Phase II
  • Printout of relevant parts of the CA Binder
  • Location spreadsheet for Young 219
• For Phase IIA
  • CA locations spreadsheet for finding boxes
  • Container and location data spreadsheets for adding barcodes
• Trello card
• Finding Aid Update Checklist

Some things to keep in mind:

• When verifying contents of box that has folder inventory in ArchivesSpace, only check that the first and last folder in the box is correct. Keep in mind that folders may be out of order.
• Barcodes should be placed on the short side of the box (e.g. record carton front), regardless of how they are stored on the shelf
• For flat or other non-standard boxes use tape measure to find dimensions for container profile. If there is no appropriate container profile, e-mail [email protected] with the depth, height, and width measurements (in inches), as well as a description of the type of box (flat box, card file box, etc.).
• Some boxes will include contents from two or more collections, see instructions for shared top containers.
• For boxes of (published) books, create an archival object called "Books" and add all container instances there.

Phase III and beyond

• Adding "unprocessed" accessions located at Young to published descriptions
• Adding "unprocessed" accessions located at West Street to published descriptions
• Printing new box labels (this will be done in bulk once data is in ASpace)