Portion

Required

Specify whether the deaccession record relates to the whole or part of the associated accession. Options include:

• Part

• Whole

In most cases, “Part” is the correct choice. Only use “Whole” when the deaccession record indicates that the Archives is deaccessioning the entire accession.

Description

Required

Provide a thorough description of the material that the Archives is deaccessioning. Recommended practice is to include information about the genre/form of material, date(s) of creation, subject matter, geographic scope, and other information typically provided in a Scope and Content note.

Reason

Required

Provide a reason for deaccessioning the material. Examples:

• The donor did not intend to transfer these materials.

• Archivist(s) determined that the material should not be selected for long-term preservation by the University Archives.

• Archives staff deemed the material non-archival during file-level processing.

Disposition

Required

Indicate what the Archives did with the deaccessioned material.

If material is returned to the donor(s):

• The Archives returned the deaccessioned material to the donor.

If material is transferred to another archival repository:

• The Archives transferred the deaccessioned material to ____.

If material is destroyed by the Archives:

• The Archives destroyed the deaccessioned material in accordance with the University’s waste management and information security procedures.

Notification given?

Do not use

N/A

5.1.1

Notification of a deaccession event could be described as a separate event.