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The following is a list of all the tasks you might do if you were fully processing a collection from start to finish.
| Table of Contents |
|---|
I. Pre-Processing - appraise, transfer, accession | ||
|---|---|---|
| Appraise records | Appraisal pre-processing | Processing manual link |
| Physical transfer packing instructions | Initial site visit Packing | Processing manual link |
| Connecting devices for digital transfer | Identify media | University of Texas, San Antonio guide |
| Create accession record | Processing manual link | |
| Label and photograph the media | ||
| Connecting drives and devices | ||
- if can't complete all the required fields come back to them after the survey | Basic information section |
|
| Dates section | ||
| Extents section | ||
| Collection management section | ||
II. Survey | ||
Planning stage - Survey collection or accession
looking at the collection and taking notes - do not start moving, foldering, or otherwise altering the materials
| Research content subject | Processing manual link |
Note groups / themes Note potential materials to weed Note potential materials to send back to donor Note oversize materials Note legacy media that will have to be reformatted Note preservation concerns | Processing manual link | |
| Create work plan or processing proposal | workPlanTemplate.docx | |
| Update accession record | ||
III. Processing | ||
| Appraisal | Deaccessioning | |
| Disposal of weeded materials | Processing manual link | |
| Partners' papers | Processing manual link | |
(Screening) | MIT records policies | Institute Archives & Special Collections: Institute Records Access Policy Institute Archives & Special Collections: Institute Archives Records Collection Policy |
| Access restrictions (in years) | 75 years - FERPA education records, faculty and staff personnel records, health care patient records, gifts records, PII 50 years - Corporation records 20 years - all MIT records | |
| Access restriction categories | Processing manual link | |
| Examples | In faculty, "personal archives" - processing manual | |
| Reviewing for restrictions, "screening" (physical collections) | Processing manual link | |
| Reviewing for restrictions, "screening" (digital collections) | Processing manual link | |
| Arrangement | Physical arrangement Intellectual arrangement Digital arrangement Levels of arrangement | Processing manual link |
| Preservation | In-house preservation (work done by processors) |
|
| Disk image extraction | Processing manual link | |
| Wunsch Conservation Lab | Processing manual link | |
| Description | Guidelines | |
| Collection level description | ||
| Component list |
| |
| Titles | Collection, series, file level w/ style guide | |
| Dates | ||
| Extents | ||
| Notes | Required: | |
| Finding aid data | ||
Processing
Processing
- Box
- Folder
- Label boxes
- Barcode boxes
- Transfer boxes to storage
- Add instances at collection level or in the container list
- Physical arrangement
- Intellectual arrangement
- Create container list at series, box, folder level
- Document digital media and where it exists within the collection in accession record
- Migrate legacy media
- Photograph physical media
- House media in format-specific containers
- Run virus scan
- Package content and generate checksums
- Record technical metadata
- Record software or tools for viewing or use
- Scan for PII within the files
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Delete/deaccession files with PII where appropriate
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Redact files with PII File format normalization/migration for material outside of Archivematica or proprietary formats
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Identify file formats
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Perform file format normalization/migration with ready pathways/services in Archivematica
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Create Dissemination Information Package (DIP) - mostly create DIP at access request by researcher
Description
Resource Record (Required Note Fields)
- Abstract
- Appraisal
- Arrangement
- Biographical / Historical
- Conditions Governing Access
- Conditions Governing Use
- Immediate Source of Acquisition
- Physical Location
- Preferred Citation
- Processing Information
- Scope and Contents