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Keep in mind these are general outlines of steps, not detailed instructions. Also, it is always at the discretion of the Accessioning Archivist in collaboration with colleagues in Houghton Library to determine the degree to which accessions are processed. For instance, it may not be entirely practical to consolidate all accessions into a single finding aid due to time constraints and/or size or complexity of collections.













New Collection (Gift)

Material donated to Houghton for which we have no related gifts or purchases

 

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  • Collection materials comes to Houghton/HD via the collecting curator
  • Collecting curator fills out web form
  • Accessioning archivist receives alert that new form has been submitted
  • Curator brings material to accessioning archivist
  • Accessioning archivist creates accession record in ArchivesSpace
  • Accessioning archivist spawns accession record into resource record in ArchivesSpace
  • Accessioning archivist assigns call number
  • Accessioning archivist searches for born-digital media within the materials, if found, the accessioning archivist follows the Born-Digital Workflow
  • Accessioning archivist creates baseline level access to collection
  • Accessioning archivist creates MARC record for collection

New Collection (Purchase)

Material purchased by Houghton for which we have no related gifts or purchases

 

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  • Collection materials comes to Houghton/HD via the collecting curator
  • Collecting curator fills out web form
  • Acquisitions receives alert that new form has been submitted
  • Curator brings material to acquisitions
  • Acquisitions creates stub MARC record
  • Acquisitions alerts accessioning archivist; forwards material, any vendor descriptions, and Bib number
  • Accessioning archivist creates accession record in ArchivesSpace

  • Accessioning archivist spawns accession record into resource record in ArchivesSpace

  • Accessioning archivist assigns call number

  • Accessioning archivist searches for born-digital media within the materials, if found, the accessioning archivist follows the Born-Digital Workflow
  • Accessioning archivist creates baseline level access to collection

  • Accessioning archivist updates MARC record

Accrual to a Processed Collection (Gift)

Material donated to Houghton for which we have a related collection that has been described in a finding aid


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  • Collection materials comes to Houghton/HD via the collecting curator
  • Collecting curator fills out web form
  • Accessioning archivist creates accession record in ArchivesSpace 
  • Accessioning archivist links accession record to related resource record in ArchivesSpace
  • Accessioning archivist adds accrual as series to related resource record
  • Accessioning archivist searches for born-digital media within the materials, if found, the accessioning archivist follows the Born-Digital Workflow
  • Accessioning archivist updates existing MARC record

Accrual to an Unprocessed Collection (Gift)

Material donated to Houghton for which we have related collection(s) that have not been described in a finding aid


 Click here to expand...
  • Collection materials comes to Houghton/HD via the collecting curator
  • Collecting curator fills out web form
  • Accessioning archivist creates accession record in ArchivesSpace
  • Accessioning archivist spawns accession record into resource record
  • Accessioning archivist assigns call number
  • Accessioning archivist finds all related unprocessed accessions
  • Accessioning archivist searches for born-digital media within the materials, if found, the accessioning archivist follows the Born-Digital Workflow
  • Accessioning archivist exports MARCxml for all accession records and imports them into accession records in ArchivesSpace
  • Accessioning archivist links all accession records to related resource record in ArchivesSpace
  • Accessioning archivist describes each accession as a series in resource record
  • Accessioning archivist, in conjunction with end processing, assigns new and consecutive box numbers to collection
  • Accessioning archivist updates existing (main) MARC record
  • Accessioning archivist cleans old accession records in MARC, transferring necessary information, alerting Associate Librarian for Technical Services about consolidation and clean-up with invoices/item records

Accrual to a Processed Collection (Purchase)

Material purchased by Houghton for which we have a related collection that has been described in a finding aid

 

 Click here to expand...
  • Collection materials comes to Houghton/HD via the collecting curator

  • Collecting curator fills out web form

  • Acquisitions receives alert that new form has been submitted
  • Curator brings material to acquisitions
  • Acquisitions links invoice to appropriate MARC record

  • Acquisitions adds new 541 to holdings record
  • Acquisitions alerts accessioning archivist; forwards material, any vendor descriptions, and Bib number
  • Accessioning archivist creates accession record in ArchivesSpace

  • Accessioning archivist links accession record to related resource record in ArchivesSpace

  • Accessioning archivist adds accrual as series to related resource record

  • Accessioning archivist searches for born-digital media within the materials, if found, the accessioning archivist follows the Born-Digital Workflow

  • Accessioning archivist updates existing MARC record

Accrual to an Unprocessed Collection (Purchase)

Material purchased by Houghton for which we have related collection(s) that have not been described in a finding aid

 

 Click here to expand...
  • Collection materials comes to Houghton/HD via the collecting curator

  • Collecting curator fills out web form

  • Acquisitions receives alert that new form has been submitted
  • Curator brings material to acquisitions
  • Acquisitions links invoice to appropriate MARC record
  • Acquisitions adds new 541 to holdings record
  • Acquisitions alerts accessioning archivist; forwards material, any vendor descriptions, and Bib number
  • Accessioning archivist creates accession record in ArchivesSpace

  • Accessioning archivist spawns accession record into resource record

  • Accessioning archivist assigns call number

  • Accessioning archivist finds all related unprocessed accessions

  • Accessioning archivist searches for born-digital media within the materials, if found, the accessioning archivist follows the Born-Digital Workflow

  • Accessioning archivist exports MARCxml for all accession records and imports them into accession records in ArchivesSpace

  • Accessioning archivist links all accession records to related resource record in ArchivesSpace

  • Accessioning archivist describes each accession as a series in resource record

  • Accessioning archivist, in conjunction with end processing, assigns new and consecutive box numbers to collection

  • Accessioning archivist updates existing MARC record

  • Accessioning archivist cleans old accession records in MARC, transferring necessary information, alerting Associate Librarian for Technical Services about consolidation and clean-up with invoices/item records

Single Item (Gift)

Single item donated to Houghton that will be individually cataloged in Aleph 

 

 Click here to expand...
  • Item comes to Houghton via the collecting curator

  • Collecting curator fills out web form

  • Accessioning archivist receives alert that new form has been submitted
  • Curator brings material to designated area
  • Accessioning archivist creates accession record in ArchivesSpace

  • Accessioning archivist assigns call number in Disposition Note

  • Accessioning archivist searches for born-digital media within the materials, if found, the accessioning archivist follows the Born-Digital Workflow

  • Accessioning archivist creates baseline level MARC record for item

Single Item (Purchase)

Single item purchased by Houghton that will be individually cataloged in Aleph

 

 Click here to expand...
  • Item comes to Houghton via the collecting curator

  • Collecting curator fills out web form

  • Acquisitions receives alert that new form has been submitted

  • Curator brings material to acquisitions 
  • Acquisitions creates stub MARC record

  • Acquisitions alerts accessioning archivist; puts material and any vendor descriptions in designated area

  • Accessioning archivist creates accession record in ArchivesSpace 

  • Accessioning archivist assigns call number in Disposition Note
  • Accessioning archivist searches for born-digital media within the materials, if found, the accessioning archivist follows the Born-Digital Workflow
  • Accessioning archivist updates MARC record to baseline level

Catchall (Gift)

Single item donated to Houghton that will be incorporated into an existing catchall finding aid


 Click here to expand...
  • Item comes to Houghton via the collecting curator

  • Collecting curator fills out web form

  • Accessioning archivist receives alert that new form has been submitted
  • Curator brings material to designated area
  • Accessioning archivist creates accession record in ArchivesSpace and links to appropriate resource record

  • Accessioning archivist describes item in finding aid

  • Accessioning archivist updates main MARC record if necessary

Catchall (Purchase)

Single item purchased by Houghton that will be incorporated into an existing catchall finding aid


 Click here to expand...
  • Item comes to Houghton via the collecting curator

  • Collecting curator fills out web form

  • Acquisitions receives alert that new form has been submitted
  • Curator brings material to acquisitions  
  • Acquisitions links invoice to appropriate MARC record

  • Acquisitions adds new 541 to holdings record
  • Acquisitions alerts accessioning archivist; puts material and any vendor descriptions in designated area
  • Accessioning archivist creates accession record in ArchivesSpace and links to appropriate resource record
  • Accessioning archivist describes item in finding aid 
  • Accessioning archivist updates main MARC record if necessary

Born-Digital (Backlog Survey)

Born-digital media identified in Houghton's backlog survey

 

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  • Accessioning archivist requests a collection via Aeon
  • Accessioning archivist identifies born-digital media within the materials
  • Accessioning archivist separates and removes born-digital media from the analog materials
  • Accessioning archivist assigns the born-digital media a case number and evidence number(s)
  • Accessioning archivist takes photographs of the born-digital media
  • Accessioning archivist creates labels for the materials
  • Accessioning archivist adds a 544 note in the bib record and a Separated Materials note in the resource record indicating that born-digital media has been removed
  • Accessioning archivist adds an additional 300 note in the bib record and an additional exent note in the resource record indicating the amount of born-digital storage in gigabytes (GB)
  • Accessioning archivist evaluates born-digital media by filling out the media log
  • Accessioning archivist returns the analog material to be re-shelved and shelves the born-digital media in a separate designated area

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