Workflow for Accessioning MRBC Material - smith-special-collections/sc-documentation GitHub Wiki

All MRBC acquisitions go through the following workflow:

1. MRBC curator acquires new material and reviews it.

• • For purchases, she sends the Administrative Assistant the invoice and the Administrative Assistant completes the purchase.
• • For donations, the curator works with the donor to sign a deed of gift, which is complete when countersigned by the Special Collections Director.

2. MRBC curator submits MRBC Acquisition Submission Form to record acquisition in Airtable.

• • When known/available, the submission form should include OCLC# of desired master record, suggested access points, and other notes to assist in cataloging. Note if an item should be prioritized for cataloging or assigned to a specific cataloger.
• • Administrative Assistant will track purchases and logistics, and will update the airtable record accordingly.

3. Curator places the new material on the accession shelf, along with either a copy of the invoice and any bookseller’s description present, or the deed of gift and any correspondence with the donor.

4. The Administrative Assistant uploads the corresponding documentation (invoice, bookseller's description, or deed of gift) to the shared drive.

5. The Accessioning Archivist will import the selected master record from OCLC Worldshare into FOLIO. Using a template, the Accessioning Archivist adds specific fields requested by the Curator, and adds the following local note:

500 _ _ $a SC/MRBC: This material has been accessioned but not yet cataloged. It can still be requested and used in Special Collections. $5 MNS

6. The Accessioning Archivist creates basic holdings and item records in FOLIO.

7. For manuscript collections, complete the remainder of the Accessioning Checklist at this point.

8. For gifts that include multiple codices, the staff Accessioning Archivist creates a "parent" accession record following the Metadata Requirements for Accession Records and describes the gift in bulk. Each book or codex will then receive an individual accession record and link the "parent" accession record in the Related accession sub-record field. Each book or codex will inherit the "parent" accession number with an additional 4th identifier component.

9. The book is marked with the following information on the top right verso of the final printed page:

   • Accession number (e.g. #2019-M-0002 for a single accession, #2019-M-0002-0003 for the 3rd book in an accession with multiple items such as the Raymo Chaucer collection)
   • Name of source of acquisition (e.g., donor, bookseller, artist). For donations, write “g.” in front of the name. Donors who are alumnae should also have the year of their graduation at the end. (ABC Bookseller) ; (g. Minnie Mouse, 1928)
   • The book is also marked with the MRBC security markings. (See documentation for this in Team Drive/Technical Services/Processing.)
   • The book is placed in additional housing or support if needed (e.g. binder’s boards, container, cotton tape).

10. The book is placed on the cataloging shelf, along with the supporting materials from the curator. The Accessioning Archivist adds the location to the bib record according to the instructions in the Looking Up and Adding Locations in FOLIO document.