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.

Label

Required

Use “Deaccession.”

Expression

Required

Provide a natural language expression specifying the date or date range of the deaccession.

In most cases, the expression will be written, e.g.,:

July 12, 2021

Type

Required

Select the date type from the drop-down menu. Options include:

• Bulk Dates

• Inclusive Dates

• Range

• Single

In most cases, the correct choice is “Single.”

Begin

Required

Record the deaccession date in YYYY-MM-DD format.

End

Conditionally required

This is required for Bulk Dates, Inclusive Dates, and Range.

When the End Date is required, record it in YYYY-MM-DD format.

Certainty

Do not use

Do not use

Era

Do not use

Do not use

Calendar

Do not use

Do not use

Portion

Required

Specify whether the extent statement relates to the whole or part of a given deaccession.

Number

Required

Provide a numeric value that indicates the number of units in the extent statement. This value is used in conjunction with the Extent Type to create a structured extent statement.

Type

Required

Select the term that best describes the type of units used to measure the extent of material described in the extent statement. This value is used in conjunction with the Extent Number to create a structured extent statement.

Container summary

Optional

Provide a list of container(s) housing the material described in the extent statement.

Examples:

• 3 bankers' boxes

• 4 file folders

• 2 poster tubes

Physical details

Conditionally required

Provide other physical details about the material described in the extent statement.

Examples:

• Posters

• Negatives

Dimensions

Optional

Provide additional information about the dimensions of the material described in the extent statement. Recommended practice is to limit the use of this field and only use it to capture essential dimensions information that could not be recorded in other parts of the deaccession record.

Examples:

• 1/4 inch tape