How to Proceed: Appendix D

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NAVIGATION
1. Introduction
2. Preparing to Process
3. Arranging
4. Describing
5. Housing and Preserving
6. Finishing the Job

Lite Processing Overview

These are basic guidelines. Individual collections may require other procedures. Do not hesitate to consult with your supervising archivist if weird stuff comes up.

Acidic materials

  • At best, segregate in separate folder/box/series

Audiodiscs

  • Do not individually number items
  • Put in a box or other supportive housing with a label

Audiotapes

  • Do not individually number items
  • Put in a box with a label

Boxes

  • Hollinger if possible; Paige is okay

Clippings

  • At best, segregate in separate folder/box/series

Collection dates

  • May be somewhat vague (e.g., 1970s or circa 1865-1910)

Compact discs

  • Do not individually number items
  • All compact discs should have a plastic case
  • Put in a box with a label

Computer tapes

  • Do not individually number items
  • Put in a box with a label

Data compact discs

  • Do not individually number items
  • All compact discs should have a plastic case
  • Put in a box with a label

Dates. See Collection dates

Electronic Media

  • Do not individually number items
  • Put in a box with a label

Fasteners (staples, paper clips, binder clips, rubber bands)

  • Do not remove

Film

  • Do not individually number items
  • Put in a box with a label

Floppy disk

  • Do not individually number items
  • Put in a box with a label

Folded items

  • May stay folded

Folders

  • Refolder if original folders are hanging files, or are not labeled clearly, or are in danger of losing the existing label.
  • Letter size folders may be grouped together in legal size folders to prevent sliding around in a document case
  • Do not add the collection number, collection creator, series information, addition date, or accession number to original folders.
  • Numbering: If the folders are in any kind of order that we want to maintain, you will number the folders. You need not number the entire collection from start to finish as you would when intensively processing. Number only the boxes of folders for which order is important, and begin numbering with Folder 1 in each box. If there is no order to be maintained, you will not number the folders. You may have a combination of boxes with numbered folders and boxes with unnumbered folders in your collection.

Microforms

  • Do not individually number items
  • Put in a box with a label

Open reel tapes

  • Do not individually number items
  • Put in a box with a label

Oversize papers

  • May be folded

Photographs

  • Group (or batch) descriptions of closely related pictures
  • If photographs are embedded in non-photographs series, leave as is
  • If photographs constitute their own series, separate from the regular run

Photographic Negatives

  • Separate from collection
  • File them with the regular picture run
  • Group (or batch) descriptions of closely related negatives

Rolled items

  • May stay rolled, but probably unroll because of storage challenges

Videotapes

  • Do not individually number items
  • All tapes should have a plastic case
  • Put in a box with a label
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