Separations procedure - smith-special-collections/sc-documentation GitHub Wiki

Overview

The following document outlines the procedure for separating material when processing archival collections. It applies regardless of the level at which a collection is processed. Note that the terms of a deed of gift or purchase agreement may require some variation to this procedure.

It currently only applies to the Sophia Smith Collection and College Archives.

Approval

The following material may be disposed of at the discretion of the processing archivist without needing to request approval from the steward, unless an exception has been recorded in the processing plan.

  • Duplicates
  • Supplies and product manuals
  • Junk mail
  • Published books and audiovisual recordings not produced by the donor/creator or their employer
  • Recordings of media broadcasts that do not feature the donor/creator
  • Facsimiles of extant original materials, including book galleys
  • Third-party medical records (e.g., a doctor’s chart or a therapist’s notes about her patients)
  • Third-party educational records -- any evaluative material about a student within an official educational context (e.g., a teacher’s gradebook or graded, marked-up copies of her students’ work). FERPA should be used as a guideline even when dealing with non-Smith College records.
  • Third-party employment records (e.g., resumes or letters of recommendation not written by or about donor/creator)
  • Detailed personal financial records (e.g., receipts, bank statements, or tax returns)
  • Souvenirs and other memorabilia
  • For only the SSC: Clippings from, or copies of, widely-distributed newspapers, magazines, and academic journals
  • For only the SSC: Reproductions of materials from other archives

All other separations must be approved by the steward using the following process:

  • Processing archivist requests approval of the steward via e-mail providing the following information:
    • Description of material
    • Extent of material
    • Context of material within the fonds
    • Reason for separation
    • Intended disposition (destruction, transfer, etc.)
  • The steward should respond within 3 days. If steward:
    • Approves separation
      • Processing archivist carries out separation
    • Rejects separation
      • Processing archivist includes material in collection
    • Requests clarification
      • Processing archivist updates request
    • Does not respond
      • Manager makes a decision about what to do with the materials

Documentation

  • Appraisal note
    • Use at the most immediately relevant level of description.
      • For example, if material was only separated from a single series, the appraisal note should be used at the series level.
    • Include the following information:
      • Types of material
      • Disposition of material
      • Date(s) of separation (approximate)
      • Extent of material (approximate)
      • Optionally, provide specific examples of material that researchers may find useful to know existed
      • If a detailed listing of separated material is available, it can be uploaded to the Team Drive and linked to (see instructions)
  • Deaccession sub-record
    • Create sub-records at the collection level documenting disposal.

Disposal

  • If deed of gift requires offering material back to donor
    • Processing archivist notifies steward via e-mail providing the following information (written to be understandable by a non-archivist):
      • Description of material
      • Extent of material
      • Reason for separation
    • Steward follows up with donor and notifies processing archivist of donor's decision
  • If material is to be discarded
    • Put any paper materials into the recycling bin. Any other discards can be placed in the metal recycling or trash.
    • Unless otherwise directed, books and (optionally) periodicals and artifacts should be put in the "free books" section in Neilson 106. Any such items that have a bookplate or ownership stamp should be overstamped with the "Withdrawn" stamp.
    • Materials that contain sensitive financial, medical, or student information should be shredded. Paper may be placed into the InfoShred bin in Neilson 106. AV and digital media (or items such as credit cards) must be handled differently. First, call Infoshred to inform them about this material. The service person will then bring a form to be signed during regular pick-up and the material will be removed.
    • Moldy materials should be sealed in a plastic bag and placed in the trash.
    • For non-sensitive AV materials and digital media
      • Discard or reuse cases or other containers
      • Place optical media, tape recordings, and computer media in the appropriate record cartons on Dan's shelving
      • Consolidate any film in 003 and manage location in ArchivesSpace (this is to avoid making Dan smell vinegar all the time)
      • Once multiple boxes are full, submit a work order for them to be removed by Facilities.
  • If material is to be returned to the donor
    • This process will be coordinated by the steward.