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

 

  • 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 creates baseline level access to collection
  • Accessioning archivist creates MARC record for collection (either by exporting MARCxml out of ArchivesSpace and ingesting into Aleph or manual rekeying)

New Collection (Purchase)

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

 

  • 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 in Aleph
  • 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 creates baseline level access to collection

  • Accessioning archivist updates Aleph 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


  • 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 updates existing Aleph 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


  • 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 exports MARCxml for all accession records in Aleph 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) Aleph record
  • Accessioning archivist cleans old accession records in Aleph, 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

 

  • 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 Aleph 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 updates existing Aleph 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

 

  • 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 Aleph 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 exports MARCxml for all accession records in Aleph 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 Aleph record

  • Accessioning archivist cleans old accession records in Aleph, 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 

 

  • 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 accessioning archivist
  • Accessioning archivist creates accession record in ArchivesSpace

  • Accessioning archivist assigns call number in Disposition Note

  • Accessioning archivist creates stub MARC record for item (either by exporting MARCxml out of ArchivesSpace and ingesting into Aleph or manual rekeying)

Single Item (Purchase)

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

 

  • 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 in Aleph

  • Acquisitions alerts accessioning archivist; forwards material, any vendor descriptions, and Bib number

  • Accessioning archivist creates accession record in ArchivesSpace 

  • Accessioning archivist assigns call number in Disposition Note
  • Accessioning archivist updates Aleph record

Catchall (Gift)

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


  • 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 accessioning archivist 
  • Accessioning archivist creates accession record in ArchivesSpace and links to resource record

  • Accessioning archivist describes item in finding aid

  • Accessioning archivist updates main Aleph bib record if necessary

Catchall (Purchase)

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


  • 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 Aleph 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 and links to resource record
  • Accessioning archivist describes item in finding aid 
  • Accessioning archivist updates main Aleph bib record if necessary