Baseline

Top-level archival unit with no defined internal arrangement.

Do not physically rearrange material received. Only rebox/refolder material if mould or other dangerous conditions are present.

Create a top-level archival description.

Only rebox/refolder if mould or other dangerous conditions are present. Rebox collection into acid free boxes if needed. Refolder only if mould or other dangerous conditions are present

Known or suspected restricted material may be spread throughout a fonds / collection. Privacy impact assessment is not conducted but processing staff attempt to identify material that should be assessed and update relevant descriptions with "pending review" access restrictions notes. No effort taken to physically segregate restricted materials. Rely on

access restrictions notes and routine procedures in the Archives and Special Collections Reading Room.

Low

Top-level archival unit with box lists or box-folder listslist.

Only physically rearrange material received if necessary to facilitate physical storage. Do not rearrange folders within boxes.

Create a top-level description and box list with approximate date(s) of creation. Incorporate creator-supplied inventories whenever possible.

Known or suspected restricted material may be spread throughout a fonds / collection. Privacy impact assessment is not conducted. Identify material pending review and update box lists or box-folder lists with privacy and confidentiality notes. No effort taken to physically segregate restricted materials. Rely on privacy and confidentiality notes and routine procedures in the Archives and Special Collections Reading RoomRemove bulky or damaging hardware (e.g., frames, binders). Folder loose items. Keep existing folders.

Medium

Intellectual arrangement at the series level with box lists for each series.

 Refine Minimal effort to refine the physical order of series and/or files within a series.

Archival description at the series level with container box lists for each series. Incorporate and revise creator-supplied inventories whenever possible.

Complete Selectively refolder material into acid-free folders. Sleeve photographs and negatives. Isolate acidic materials.

Privacy impact assessment is conducted at the fonds / collection level and identifies a complete restricted series or subseries is identified as restricted. Restricted material is physically segregated from open material. Restrictions and open dates are explained in relevant archival descriptions. Rely on privacy and confidentiality access restrictions note provided in top-level archival description descriptions and routine procedures in the Archives and Special Collections Reading Room.

High

Intellectual arrangement into series and sub-series. 

Physically arrange folders within series based on observed or desired order (e.g., alphabetic by title or subject, chronological)

Archival description at the sub-series level with container lists for each series and/or sub-series. Incorporate and revise creator-supplied inventories whenever possible. .

Comprehensively refolder into acid-free folders. Rehouse all media.

Optional: Remove paperclips and staples.

Optional: Perform preservation photocopying depending on importance of materials.

Privacy impact assessment is conducted at the series or sub-series level and identifies restricted files.

Restricted material is physically segregated from open material but file-level reviews are completed as needed. Archives staff update relevant descriptions with "pending review" access restrictions notes. Restrictions and open dates are explained in archival descriptions. Rely on

access restrictions notes provided in archival descriptions and routine procedures in the Archives and Special Collections Reading Room.

Highest

Intellectual arrangement into files contained within series and/or subseries.Arrange one

item per folderPhysically arrange items within folders that correspond to file-level archival descrptions.

Archival description at the file-level. Incorporate and revise creator-supplied inventories whenever possible.

Files are identified as restricted and physically segregated from open material in the fonds / collection. Restrictions and open dates are explained in archival descriptions. Rely on privacy and confidentiality note provided in top-level archival description and routine procedures in the Archives and Special Collections Reading RoomPerform repairs. Create custom enclosures. Perform preservation photocopying on all newsprint.

Item-level

Each item is examined and placed into a series/sub-series/file structure.

 Arrange one item per folder.

Archival description at the item-level. Incorporate and revise creator-supplied inventories whenever possible.

Individual items are identified as restricted. Items Apply steps to each item of a fonds / collection, series, sub-series, etc.

Privacy impact assessment is conducted at the file-level and identifies restricted files or items. Restricted iems are removed from their original location, each documented with a separation sheet, and physically relocated elsewhere in the fonds / collection separately from open materials. Restrictions and open dates are explained in archival descriptions. Rely on access restrictions notes provided in archival descriptions and routine procedures in the Archives and Special Collections Reading Room.