SPEC Kit 314: Processing Decisions for Manuscripts &Archives · 149
Syracuse University
Steps for Handling Additions to Collections
Steps for handling additions to collections
All tasks are done by manuscripts staff unless otherwise noted
1) Create accession record for new material in database and link to collection record
2) Update finding aids folder with printout of accession record, any other pertinent info
3) If new material is not being processed:
a) Label container with collection name and accession number
b) Find a place for it and update database with additional location if needed (Bill)
4) Update finding aid
a) Finding aid is not in EAD
i) Add “Additions made but not yet inventoried” note to hard copy OR
ii) Process and create full inventory of additions in Word
b) Finding aid is in EAD
i) Add “Additions made but not yet inventoried” note OR
ii) Update EAD file with complete list of new additions
iii) Add revision information to EAD file revisiondesc section at top
iv) Upload to website (Peter)
v) Move HTML files to appropriate subdir on L:\SCRC\digital\guides
5) Update MARC record if necessary
6) Print and distribute updated hard copies of finding aid
a) file cabinet (1 copy)
b) reading room (1 copy)
c) collection (1 copy)
7) Create/update cards for reading room files as needed
a) Name index card(s) – MS staff
b) Locator card(s) – Bill
Syracuse University
Steps for Handling Additions to Collections
Steps for handling additions to collections
All tasks are done by manuscripts staff unless otherwise noted
1) Create accession record for new material in database and link to collection record
2) Update finding aids folder with printout of accession record, any other pertinent info
3) If new material is not being processed:
a) Label container with collection name and accession number
b) Find a place for it and update database with additional location if needed (Bill)
4) Update finding aid
a) Finding aid is not in EAD
i) Add “Additions made but not yet inventoried” note to hard copy OR
ii) Process and create full inventory of additions in Word
b) Finding aid is in EAD
i) Add “Additions made but not yet inventoried” note OR
ii) Update EAD file with complete list of new additions
iii) Add revision information to EAD file revisiondesc section at top
iv) Upload to website (Peter)
v) Move HTML files to appropriate subdir on L:\SCRC\digital\guides
5) Update MARC record if necessary
6) Print and distribute updated hard copies of finding aid
a) file cabinet (1 copy)
b) reading room (1 copy)
c) collection (1 copy)
7) Create/update cards for reading room files as needed
a) Name index card(s) – MS staff
b) Locator card(s) – Bill
