Skip to content

Arrangement and Description: General

Opening Unprocessed Accessions

Post-accessioning, if collections cannot be immediately processed at one of the three processing levels, they may instead be minimally described at the collection level, opened, and added to the processing queue. This involves the following:

  1. Reuther Building Coordinator assigns stacks location.

  2. Archivist creates an ArchivesSpace using collection-level description (copy and paste any relevant info from ArchivesSpace

Note

  1. If the collection is an addition or accrual, the existing ArchivesSpace resource record will be edited instead. ArchivesSpace will amalgamate a new inventory onto the end of the current inventory list. Restricted accruals may be published at the discretion of the collection archivist.
  2. If an inventory exists in electronic format, it can be copied and pasted into the ArchivesSpace Bulk Import Template, imported into ArchivesSpace as a resource record, and merged. (Contact a staff member if you do not have access to the template).
  3. If no inventory exists, the archivist determines whether the collection warrants series descriptions and/or box inventory and adds these to the ArchivesSpace resource record. List individual boxes separately.
  4. For analog-only / hybrid collections: Collection Archivist prepares box labels and labels boxes. See for AV transfer instructions.
  5. For born-digital materials: The Digital Curation and Preservation Archivist is responsible for stabilizing and normalizing electronic files. In coordination with Field/Collection Archivists, the Digital Curation and Preservation Archivist also creates an Archival Information Package (AIP) for long-term preservation and a Dissemination Information Package (DIP) for access, if necessary.
  1. Collection Archivist makes notes regarding actions (discards, transfers, etc.) in the ArchivesSpace and specifies if the collection (or parts thereof) needs processing, to what level it should be processed, and what priority status should be assigned. Assuming further processing is needed, a Processing Queue event is created to indicate the collection is part of the processing queue rather than fully processed and completed.
  2. If no further processing is needed, create a Processed event.

Processing Levels

Collections or individual series, are processed according to one of three levels:

Level Description
Level I folder inventory; full arrangement & description
Level II box or folder inventory; series level arrangement & minimal description
Level III box or folder inventory; collection level arrangement & minimal description

On average, it takes 1-2 hours per box to open a Level II or III collection and 4 hours per box for a Level I collection.

Regardless of level, processing should generally follow the steps outlined in the sections below.

Preliminaries

  1. Consult the Stacks & Case Files located in 3N/3S for provenance and supplementary information about a collection (if you remove a folder, fill out an OUT card).
    1. Check for any donor restrictions on access and/or use of the collection.
    2. Check the donor agreement (if one exists) or correspondence to determine how to dispose of duplicates, non-historical materials, and non-manuscript materials (e.g., library).
    3. Note any inventories.
    4. Note any pertinent information that can be used in the finding aid (e.g., accession date, biographical information, etc.).
    5. If there is no deed/deposit agreement and no correspondence with the donor:
      1. If possible, an agreement should always be obtained. Consult with the Field Archivist (or relevant Collections Archivist).
      2. Check the contents of the collection for potential areas of concern, e.g., copyright (could anyone have a vested interest in maintaining copyright of photographs, etc.?), personal/private content (could a family or organization be upset about the material being available?), legal (are there any legal issues to opening the collection?).
      3. Consider the collection's size - what resources will be required to process and keep? Are we willing to invest that in Reuther?
      4. If the assessed risk is low, then the collection may be processed as is. If the risk is high, make an effort to obtain an agreement before processing or return the collection.
  2. Consult ArchivesSpace for additional information (accession record, agent(s), etc.) and updated records:
    1. Revise (or create) an ArchivesSpace resource record, and begin recording information in the fields, including the Collection Management subrecord (Processing Priority, Processing Plan, Processor, and Processing hrs/unit Estimate). Note that not all fields can be filled out until processing is completed, and some will change (e.g, dates, extent). Leave unpublished.
    2. Update the events associated with the Accession Record(s):
      1. In the Accession Record, select Events from the side navigation and select Edit.
      2. In the event's edit screen, change event type from Processing New to Processing In Progress.
      3. If there are multiple accessions being processed:
        1. Link all Accessions to this single Processing In Progress event record.
        2. Delete the individual Processing New event records linked to each Related Accession.3
  3. Read pertinent literature for information about the donor, creator or subject of the collection. Keep notes for use in the resource record's History note. Continue to keep notes as you go through the collection for use in the finding aid.
  4. After obtaining location information, pull desired boxes from the stacks area. Enlist a page, if available. Inform the Reuther Coordinator of the number of boxes (and types) you pulled from each shelf locations so the Physical Location spreadsheet can be updated.
  5. Review the collection.
    1. Examine existing inventories to determine original file order if applicable.
    2. Examine, briefly, the collection as a whole. Become acquainted with the present arrangement, scope of the collection, years covered, possible subjects, and types and sizes of materials.
  6. Determine arrangement plan.
    1. Review any previously processed parts of the collection or similar collections (e.g. other union offices, if processing union records) to assist in determining arrangement.
    2. When deciding what level to process the collection or addition, keep in mind extent, research value and donor relations (e.g., the terms and conditions in the donor agreement).
    3. For Level I or Level II: If there is no existing discernible order that can easily be maintained:
      1. Establish series (if needed) by subject matter, creating office, document type, or time period depending on what most logically reflects the history of the creator or is most useful to the researcher.
      2. Remember that not all portions of a collection must be processed to the same level of detail. Make determinations series-by-series.
      3. Consider using broadly-defined series and avoiding subseries, especially for collections that are likely to receive additions or accruals.
    4. For Level III: Keep materials in their received order and do not arrange.
  7. Determine if any materials need to be deaccessioned at this stage, such as materials that duplicate holdings, fall outside established collecting scopes, are non-historical, subject to donor agreements and legal restrictions. [Note: Deaccessioning Events are necessary only for whole accessions or significant portions of an accession and do not apply to discards from processing.]
    1. Follow the prescribed actions set forth in the donor agreement.
    2. If there is no donor agreement, adhere to deaccessioning section of the Collection Policy2. Actions include returning materials to the donor, transferring materials to another repository, and destruction.
      1. Materials that pose a potential threat to staff and researchers should be transferred to Wayne State University's Department of Public Safety or Office of Risk Management.
      2. For non-historical materials that may have monetary value, where you cannot establish contact with the donor, materials may be donated or transferred to another institution. If you are unclear discuss with the director and/or the Collections Committee.
    3. Document the deaccession: Create and link a Deaccession Event to the accession record. Add a "Deaccession" note to the accession record explaining how, why, and when the material was deaccessioned, as well as if it was returned to the donor or otherwise disposed. [This only applies to deaccessioning a whole accession or significant portion of an accession; instructions for handling material discarded during processing can be found under Processing Completion.]
    4. Remove the box(es) from your processing area
      1. Make arrangements with donor for pick up or mailing
      2. Recycling/trash: dispose of in dumpster or leave by the receiving door
      3. Shredding: transfer to Room 19 and notify Reuther Building Coordinator
      4. Hazardous materials: notify Reuther Building Coordinator and contact Public Safety/Office of Risk Management

Processing

The following guidelines give a comprehensive approach. Depending to what level a collection is being processed, not all of the recommendations are applicable. For Level II & III processing, item level investigation is discouraged and thus many of these steps are unnecessary.

General Rules

  1. Do not arrange material within the folders.
  2. Avoid reading through the collection more than one time.
  3. If a document requires identification with notations regarding date, place, or author, those notations should be penciled in lightly in the upper right-hand corner in brackets to indicate that the archivist made the notation.

Arrange the Collections

For Level I or II: If applicable and not already determined by creator, separate the collection into 2 or more series. Do not create a collection with only 1 series. 1. For Level I, impose (or leave existing) system of arrangement. 2. For Level II, leave each series as it stands, physically arranging only to consolidate folders within a single box. 3. For Level III: simply leave the collection as it stands, physically arranging only to consolidate folders within a single box.

Discards

Though item-level review is discouraged, the items listed below should be removed from the collection when encountered. Keep notes on accumulated discards while processing and follow Processing Completion steps to document and manage their disposition.

  • Blank paper
  • Duplicate copies (retain originals and any duplicates with handwritten notes or different formats)
  • Nonhistorical items such as grocery lists, minor receipts, etc.
  • Housekeeping items such as bills and cancelled checks
  • Brochures for travel, equipment, etc.
  • Routine forms, such as those for travel expenses
  • Papers with only doodles, phone numbers with no names, etc.
  • Empty folders with no unique information (or set aside those suitable for reuse)
  • Envelopes, unless they contain important information
  • Magazines unrelated to the subject content of the collection (tear out any relevant article and retain)
  • Government documents, unless removing them would destroy the integrity of the file/collection
  • Illegible materials

Preservation

  1. If necessary to preserve the integrity of the document, remove rusted metal fasteners and replace with vinyl paper clips.
  2. Discard rubber bands.
  3. Remove binders and report covers, old envelopes and other unnecessary items. If they contain titles or information not included in the letter or report, trim and retain that portion.
  4. Place acid-free bond paper between deteriorating items (e.g., newsprint).
  5. In the resource record's Collection Management > Processing Plan > Conservation Description/Location section, note the box location and type of items needing further action, such as deteriorating paper (e.g., newsprint, carbon paper, or Thermofax at risk of becoming illegible) as well as items that are torn, soiled, or need flattening.
  6. For items with water and/or mold damage1, do the following:
    1. For small amounts of wet materials, air-dry. For extensive amounts, contact an environmental company to freeze for mold growth prevention.
    2. Documents bound together via water damage should not be physically separated. If separating is deemed necessary given the material's historical value, find a conservator.
    3. Material with mold:
      1. Wear protective clothing (gloves, respirators/masks, goggles, disposable aprons or smocks, etc.)
      2. Isolate the moldy material from the rest of the collection.
      3. Determine if the mold is active.
        1. If active mold is present, contact Reuther Building Coordinator and FP&M to evaluate the physical environment where the material was stored. Dispose of the material and record in the Resource Record deaccession note; or, if the historical value, contact a conservator for remediation.
        2. For inactive mold, do one of the following:
          1. Dispose of the material and record in the resource record.
          2. For material of substantial historical value, contact a conservator to clean.

Physical Foldering

  1. Do not arrange material within the folders.
  2. Divide the contents of folders thicker than one inch. Try to make logical divisions, e.g. dividing by months or years or by chapters.
  3. Replace folders that are in poor condition with new or good-quality used ones of a size appropriate for the collection (i.e., letter or legal size).
  4. Organize and folder loose material by subject, format, correspondent, or another logical grouping.
  5. Remove hanging folders and if necessary, folder their contents.
  6. Remove and folder material from 3-ring binders, report covers, and envelopes.
  7. Bound items that can fit into a storage box can remain unfoldered.

Folder Headings

As the description of the materials in each folder of the collection is an important access point for the researcher, it is important that the folder headings be as accurate, consistent, complete, and concise as possible. DACS standards applied in the creation of collection-level description also apply to folder headings when devised by the archivist. Note that it is acceptable to use full description in the ArchivesSpace inventory and abbreviate on the physical folders.

These headings should be written legibly in pencil on the folder tabs.

  1. Write legibly in pencil on folder tabs
  2. Leave a space on the left for folder numbers. Do not add numbers until processing is complete.
  3. Use existing headings if they accurately describe folder contents
  4. If needed, compose new, DACS-compliant headings
  5. The type of material (correspondence, minutes, etc.) and dates should be indicated where appropriate
Terminology and Abbreviations
  1. Select words that describe exactly what is in each folder. Use Library of Congress Subject Headings wherever possible. Do not use unhelpful words like "miscellaneous" and "etc."
  2. Common abbreviations for organizations like the UAW, AFL-CIO, etc. can be used. However, abbreviations should be written in full in the first instance with the abbreviation in parentheses (i.e. "Full Title (ACRONYM)").
  3. Do not abbreviate the names of people
  4. Abbreviate states using United State Postal Service codes, such as MI
Dates

Each folder heading should indicate the dates of materials in the folder if possible (Level II & III collections may be the exceptions). 1. Write single dates as follows without punctuation: YYYY Month DD (e.g., 1945 April 25). Expression of dates should not be given in all numerals. 2. Standard abbreviation can be used for months but spell out the full word in the ArchivesSpace record 3. Indicate inclusive dates as follows: YYYY-YYYY (e.g. 1935-1939) 4. If there is a significant gap in chronological sequence of the documents in a folder, use commas to separate the dates or date ranges: 1999, 2005-2010 5. If bulk dates are needed to clarify folder contents use ", bulk YYYY-YYYY" after the inclusive dates. Do not use parentheses. 6. If the document is not dated, but you have been able to determine its age, use one of the following statements preceding the estimated date: - circa - after - before 7. If no date can be determined, write "undated."

Punctuation and Format
  1. Use commas before the date or when appropriate to separate words, for example: "Carey, James, Secretary-Treasurer, 1955-1968"
  2. Spell out words rather than using symbols (e.g. write "and" versus "&").
  3. Do not use a period at the end of folder headings.
  4. Do not capitalize letters except the first word, acronyms, proper nouns, or titles (i.e., use sentence case)
  5. For files larger than 1 inch that are divided into multiple folders, include total number of files in parentheses, after the date, e.g. (1 of 2), (2 of 2), etc.
Examples

See also DACS by SAA - Incorporation; Correspondence and research, 1950-1951 - Board of Directors; Meetings, 1951 January 13 - Bylaws; Student, circa 1993 - Policy and interpretation; Correspondence, 1957-1976, 1984-1986, 1990 - Procedures, undated, 1978-1979 - Conferences; National Convention (1996: Detroit, Mich.), 1994-1996 - Conferences; Upward Mobility Conference for Women Engineers (3rd), 1976 - Correspondences; Carey, Ernestine Gilbreth, 1977-1995 - Serial number lists (FY 1978), after 1977 September - Achievement Award (1965), circa 1965 - The Four Decades of the Society of Women Engineers, 1990 - The Woman Engineer (Precursor to Journal of the Society of Women Engineers), May 1949-Summer 1950 - College newsletters, 1943-1944, 1951-1957, 1965, 1970-1977, 1982, 1992-1996

Boxing

  1. Rebox the collection in new Paige storage boxes, if necessary. Hollinger manuscript boxes may be used for high-value collections or if the collection is too small for a storage box.
  2. If reusing old boxes, make sure all old labels are crossed out and the folders are facing the new front end of the box.
  3. Put enough folders in a box so they fit snugly and support each other but can still be removed with ease. Do not leave room in a box because it is the end of a series. Begin the next series in the same box. Use blue "e-flute" spacers to fill any extra space in your last box.
  4. Contact the Reuther Building Coordinator for the physical location for the number and type of boxes in the collection.
  5. As the last step in processing, apply box-folder numbers to folders.
    1. Number folders consecutively within each box. Do not restart numbering for each series.
    2. On the upper left corner of the folder tab, write box number, hyphen, folder number (e.g., 1-1 for box 1, folder 1, or 5-8 for box 5, folder 8).
    3. If using an existing heading and there is no room on the tab, write the numbers just below.
    4. For bound items kept inside boxes, assign numbers as you would folders. If possible, lightly pencil the number on the front or inside cover of the item.
  6. Label the front end of each box using the appropriate label template(s) (contact staff member if you cannot access the template).
    1. Labels should include accession number, box number (optional: append "of [total box#]" if collection is unlikely to have accrual or addition), collection title, and location.
    2. If you are processing an addition to an existing collection, your numbering will begin not with Box 1, but where the original collection left off.
    3. Do not reformat the labels (unless you need to adjust font size in the title only) or add any other information.
    4. Use additional color-coded labels for boxes containing AV, fragile, closed and/or restricted materials (restrictions are: box must remain at reference desk, box must be used at table directly in front of reference desk), or materials that should not be duplicated (contact AV department for fragile labels).
    5. Affix labels to boxes using pH neutral glue to prevent the labels from falling off over time

Description Workflow

When a collection has been processed (i.e. arranged), the next step is to create a finding aid (i.e., description) so it can be made accessible. To do this, complete the following steps:

  1. Create a DACS-compliant description and enter it into the collection's ArchivesSpace , using the appropriate template text based on the processing level (I, II, or III).
  2. Create and inventory (box/folder list) using one of the detailed methods
  3. If the collection has any restrictions that require all or a portion of it to be closed, add a Temporarily Closed event. If the collection was only partially processed, add a Processing Partial event.
  4. In the related accession record(s), update the Processing in Progress event to Processed.
  5. Complete the Collection Checklist, and place it in the digital case file [HOLD02 > CaseFiles> (select appropriate files)], and hard copy case file, if applicable.

Finding Aid/Resource Record

  1. Complete collection description based on the Level I, Level II or Level III procedures and template text provided in the ArchivesSpace: Resource Record.
  2. Describe your arrangement scheme and create the .
  3. Consult notes taken during the preliminaries and processing, as well as your inventory, to complete the front matter of the finding aid (e.g. title through scope & content).
  4. For Level I, complete a full History and Scope & Content note. For Levels II & III, provide minimal necessary information in history / biographical note.
  5. Edit and revise any previous drafts.

Completion

  1. Complete the ArchivesSpace Resource Record Collection Management Subrecord (Processing Total Extent, Extent Type, Total Processing Hours, Funding Source).
  2. Discarding sensitive and other materials (duplicates, blank pieces of paper, nonhistorical, etc.):
    1. Shred sensitive materials:
      1. Write "SHRED," the date, and your initials on the box(es) containing material needing to be shredded. Tape box lids shut.
      2. Move the boxes to Room 19.
      3. Inform the Reuther Building Coordinator of the number of boxes added to Room 19.
    2. Boxes that do not need shredding go in the dumpster or Receiving.
    3. Document the discards/shredded materials: Fill out the Resource Record > Collection Management > Processing Plan field > Discard section and indicate the type and amount of material discarded/shredded.
  3. Arrange for transfer of any AV or vault materials.
  4. Record locations of all material (regardless of physical location in separate departments, e.g., AV and digital materials) in the ArchivesSpace resource record location note.
  5. Ensure the Resource Record is "published"

  1. This information came from Mary Lynn Ritzenthaler, Preserving Archives & Manuscripts second edition Chicago.2010: 254-256. ↩

  2. SharePoint: Reuther Library > Active Records > Collections > Acquisitions_Accessions > 2018 Final > CollectionPolicy_2019Review.pdf ↩

  3. Processing New events indicate that accessions are not processed and part of the backlog. Therefore, to maintain an accurate backlog and processing statistics, these events must be deleted. ↩