Workflow for Accessioning Non permanent CA Records - smith-special-collections/sc-documentation GitHub Wiki

Part of the accessioning process must include physically and intellectually separating permanent from non permanent (i.e. separate boxes and separate archival objects)

• The following information must be included in all CA accession records as structured information (excluding CA purchases and donations from alumnae or nonaffiliated donors)

AS Field	Description
Retention Rule	General record type (according to the College RMP)
Retention Rule	Retention period (according to the College RMP)
Access Restrictions Note	Restrictions (according to SC CAAR)

• The following information must be included in all CA resource records as structured information

  • For CA collections that include non-permanent records, one “Non-permanent records” series (archival object record) is created with a CUI of “Non-permanent records”

  • All description of non-permanent records should be nested under the “Non-permanent” series. Accessions can be nested as sub- series with file lists. Sub-series description must include:

AS Field	Note
CUI	Accession number. (Example: Accession 2020-A-0001)
Appraisal note with added label “Scheduled Destruction Date”	As directed in the Smith College Records Management Policy, College Archives will retain [general record type] from [transferring office] for [retention period]. These records should be destroyed after [date].
Top container indicators	Accession number, box number. (Example: Accession 2020-A-0001, Box 45)