Accessioning workflow
Workflow for private records acquisitions and accruals
| Task | Person responsible |
|---|---|
Notify Archives staff that new acquisition is expected | University Archivist Digital Archivist |
Place any paper correspondence, deeds of gift, inventories, and other documentation about the acquisition in the wall-mounted vertical file in the main Archives work area Place any electronic files in the appropriate case file directory in the Archives share drive | University Archivist Digital Archivist |
| Receive record boxes into the Archives | Archives staff |
Assign accession number Assign collection ID if necessary | Archives staff |
| Acknowledge receipt of material and provide accession number and collection ID to donor | University Archivist Digital Archivist Archives staff |
| Rebox and physically prepare material for storage as needed | Archives staff |
Prepare box labels and affix labels on boxes. Always include the accession number and the Collection ID on the box label | Archives staff |
| Create an accession record in ArchivesSpace. Refer to the metadata guidelines for accession records as needed. | Archives staff |
| Identify physical storage location(s) | Archives staff |
| Move accessioned material into physical storage | Archives staff |
| Link accession record to physical storage location | Archives staff |
| Send copy of accession record to donor | Archives staff |
Accession departmental records tranfser
Coming soon.
Accession digital storage devices
- Prepare "Born Digital" box labels for digital storage devices and affix labels on containers, sleeves, etc.
- Prepare separation sheets for all digital storage devices separated from physical records. Place one sheet in the file folder and keep one sheet with the digital storage device.
- Register each digital storage device in the register of digital storage devices.
- Bring "Born Digital" boxes to Digital Forensics Lab Manual for further processing or place boxes in archival storage.