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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.
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 | ||
Processing
- Create or update resource record description at Collection level
- Appraise records - discard, move to another collection
- Box
- Folder
- Label boxes
- Barcode boxes
- Transfer boxes to storage
- Add instances at collection level or in the container list
- Review records for restrictions
- 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
Delete/deaccession files with PII where appropriate
Redact files with PII File format normalization/migration for material outside of Archivematica or proprietary formats
Identify file formats
Perform file format normalization/migration with ready pathways/services in Archivematica
Create Dissemination Information Package (DIP) - mostly create DIP at access request by researcher
Description
Accession Record (required fields)
- Title
- Identifier
- Accession Date
- Content Description
- Disposition Note
- Provenance
- Acquisition Type
- Resource Type
- Restrictions Apply?
- Publish?
- Access Restrictions Note
- Use Restrictions?
- Use Restrictions Note
- Dates
- Extents
- Agent Links
- Related Resources
- Collection Management
- Events
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
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