Library Technical Services

Scope:  This is the procedure that RMC staff use to accession an addition to an existing manuscript or archival collection. Appraisal, accessioning in Voyager, and distribution of material are commonly done by the curator or the Technical Services Archivist.

Contact: Margaret Nichols

Unit: RMC

Date last updated: 01/08/08

Date of next review: January 2009

1. Receive the materials.

2. Review the materials and make a preliminary list.

3. Distribute any unwanted material as appropriate.

4. Note down the level of processing needed, and conservation treatment or special housing needed.

5. Write acknowledgment letter.

6. Search Voyager for the catalog record for the collection. Update as needed:

1. the range of dates (245 $f, and 008 fixed fields for dates)
2. the extent (300 field)
3. the restrictions, if any (506 for access restrictions, 540 for restrictions on use)
4. the summary (520)
5. the subject headings (6xx)
6. the added entries (7xx)

7. On the Voyager holdings record, add a 541 field and a 583 field (following the previous ones) to describe the added material and any actions taken on it (received, acknowledged, etc.).

8. Update the guide to the collection in EAD. Make sure the updated guide is printed out to replace the previous printed version.

9. Save the updated catalog record in Voyager.

10. Note which boxes (if any) can be sent to the Annex.

11. Add a printout of the Voyager record, the memo of understanding, and any correspondence or other information related to the addition or its acquisition, to the collection's accession folder.

12. RMC processing staff rehouse the additional material.

13. The stacks Collections Assistant finds a temporary location for the boxes while they await processing, and makes a note in the Voyager holdings record giving the temporary location (for example, boxes 8-13 on K-108-B, etc.).