Page History

Initial site visit

Packing

• Floppy drives 
• Zip disk drives 
• Jaz disk drives 
• Optical disc drives 
• Memory card readers
• Data tape drives
  
• Hard drives and storage devices 
• Computers

Create accession record

- if can't complete all the required

fields come back to them after

the survey

• Title (required; DACS 2.3, CAAIS 1.4)
• Identifier (required; CAAIS 1.2) 
• Accession Date (required)
• Content Description (required; DACS 3.1, CAAIS 3.3)
• Condition Description (DACS 4.2.5, CAAIS 4.3.2)
• Disposition Note (required; DACS 5.3.4 & 7.1.8, CAAIS 4.4.2)
• Provenance (required; DACS 5.2, CAAIS 2.1)
• Acquisition Type (required; CAAIS 1.6)
• Resource Type (required)
• Restrictions Apply? (required)
• Access Restrictions Note (required; DACS 4.1)
• Use Restrictions? (required)
• Use Restrictions Note (required; DACS 4.4)

• Label (required)
• Type (required)
• Begin (required)

• Portion (required)
• Number (required)
• Type (required)
• Container Summary (required)

Create accession record

Create an accession record with all required fields.*

*You can complete the record after surveying the materials if necessary

Planning stage -

Survey collection or accession

• during the survey you are just

looking at the collection and

taking notes - do not start

moving, foldering, or otherwise

altering the materials

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

Processing manual link

Processing manual link

Airtable deaccession request form

Access restrictions

(Screening)

Institute Archives & Special Collections: Institute Records Access Policy

Institute Archives & Special Collections: Institute Archives Records Collection Policy

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

Physical arrangement

Intellectual arrangement

Digital arrangement

Levels of arrangement

In-house preservation

(work done by processors)

• Best Practices
  • Storage
  • Handling and Lifting
  • Cleanliness
• Standard Tools and Supplies
• Rehousing Materials
  • Foldering
  • Bound Materials (books, albums, volumes)
  • Slide and Split Ring Binders and Other Adjustable Bindings
  • Metal Fasteners
  • Newspaper Clippings
  • Photographs (prints, negatives, slides)
  • Telegrams and Other Fragile and/or Acidic Materials
  • Transparencies
  • Physical Legacy Media (Substrates That Hold Digital Media)
  • Textiles
  • Frames
  • Digital Disk Images
• Photocopying Material
• Recording Preservation Actions

• Subjects
• Style Guidelines

• Collection Level Description Overview
• Identifier 
• Resource Type
• Level of Description
• Language
• Publish

• Component List Overview
  • Series Level Description
    • Series Level Notes
  • File Level Description
    • Folder Markings
    • File Level Notes

• Component Unique Identifier
• Sample Series Titles

Collection, series, file level w/ style guide

• Formatting for Narrative Fields
• Formatting for Collection Level Description and Component Lists
  • Normalized Dates
  • Date Expressions
• Using the Date Module
• Content Reference

• Calculating Extent
• Using the Extent Module
• Guide to Extent Types

all

Required:

• Abstract
• Appraisal Note
• Arrangement Note
• Biographical or Historical Note
• Conditions Governing Access
• Conditions Governing Use
• Immediate Source of Acquisition
• Physical Location
• Preferred Citation
• Processing Information
• Scope and Contents

• Finding Aid Data Overview
• EAD ID
• EAD Location
• Finding Aid Title
• Finding Aid Date
• Finding Aid Author
• Description Rules
• Language of Description
• Sponsor

Processing manual

• Creating Labels
• Barcodes
  • Reusing Barcodes
• Placement
  • Record cartons (Paige boxes)
  • Manuscript boxes
  • Flat boxes

HD manifest spreadsheet

Schedule a move