LEGACY PROCESS, FOR REFERENCE ONLY

Part I: pre-import

1. Find material in ‘Not Yet in ASpace’ section of ‘CA small accessions’ spreadsheet in Airtable
2. Confirm accuracy of title and that it doesn’t include information belonging in other fields
3. Select donor type - person or corporate
4. Search ASpace for donor and creator
   1. If found add URI in donor and creator URI columns
   2. Example: /agents/people/47171
5. Find related resource URI based on related collection column
   1. Example: /repositories/4/resources/1266
6. Enter date begin and (if applicable) date end and/or date certainty
7. In extent column use 0.01 for each folder
   1. E.g. 2 folders, enter 0.02
8. Physically rehouse and mark folders with collection name, collection identifier, and file title
9. For shared boxes
   1. If new shared box
      1. Find next shared box number
      2. Create new shared top container that isn’t linked to anything [create via linking to a resource/AO/accession, then remove link]
   2. Add URI to top container URI column
10. Mark as ‘ready for ASpace’

Part II: after importation

Student makes sure that Archival Object is in the correct place in the Collection organization using "enable reorder mode"

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Contents for Tech Services student manual

• Smith College Special Collections

  • Our repositories
  • Workspaces
  • Student expectations

• Overview

  • The records life cycle
  • Structure of collections
  • How much time to spend

• Accessioning

  • Adding to an existing collection (two options)
  • Creating a new collection
  • Small CA (College Archives) accessions

• Processing

  • Overview of processing workflow

• Appraisal

  • Restricted materials
  • Deaccessioning

• Arrangement

  • Intellectual vs physical arrangement
  • Rehousing

• Description

  • Collection level description
  • Series and sub series level description
  • File level description
  • Finding aid notes

• Appendices

  • CD and DVD ripping
  • How to read a processing plan
  • Record values