SPEC Kit 314: Processing Decisions for Manuscripts &Archives · 101
For modern office records, we estimate that one staff member can process one linear foot per day. For older records, the
time frame varies considerably.
FTE hours spent on processing.
History and experience, also the Canadian Council of Archives (CCA) published guidelines.
I don’t believe we have calculated how much time it takes us.
I’ve always felt this was a false construct there’s too much variability to give an accurate assessment, and I wish
granters would move away from this as an evaluative tool. That said, we roughly estimate that a record center box of
homogeneous material takes about 2 hours to process heterogeneous 4 hours.
Informally done and calculated on level of processing: 6–10 linear ft/hr at folder level 2–5 linear ft/hr at item level
12–20 linear ft/hr at series level.
No formal estimates are calculated for nonfunded projects as competing duties and diversity among collections make it
impractical and inaccurate.
Past experience with similar collections and the experience of others (as reported in the professional literature, in
correspondence and conversations, and via listservs).
Physical examination of materials, amount of rehousing or arrangement (if necessary), amount of audio visual content,
processing experience.
Processing manual uses two guidelines to help calculate estimates: Lynch article in The Midwestern Archivist, Vol. 7,
No. 1, 1982 Manuscripts Processing Manual: Beinecke Library. Yale University, 1997. We also consider and internal
production “quota” of at least 2–3 boxes per week.
Processing archivists identifies a ballpark figure.
Processing estimates can be found for grant applications for the Archives Association of Ontario. The Archivist Librarian
monitors progress on a weekly basis with the archivists.
Processors annotate their time cards (or spreadsheets) with when they start and finish work on a series.
Reviews size, complexity, holdings of a collection and make an individual collection assessment. Also use 20 hours per
linear foot.
Rough estimates are created based on the level processing and description desired, the level of experience and number
of staff available to process a collection, and the organizational and physical condition of the materials relative to
previously processed collections.
Strictly based on past experience. I assess the size and condition (physical and intellectual) of the material and arrive at
a amount of time (either with a full-time or part-time employee and possible assistants) that I consider appropriate and
reasonable.
Students and staff keep track of time spent processing a collection and record the information in an MS Access
database.
The division takes into account intrinsic value, research value, size, condition, and potential reproduction or surrogates
(e.g. Microfilming and digitizing require the removal of fasteners and other special handling techniques). There is
no simple formula for estimating, but when the basics are discerned we’ve been successful in establishing probable
outcomes.
For modern office records, we estimate that one staff member can process one linear foot per day. For older records, the
time frame varies considerably.
FTE hours spent on processing.
History and experience, also the Canadian Council of Archives (CCA) published guidelines.
I don’t believe we have calculated how much time it takes us.
I’ve always felt this was a false construct there’s too much variability to give an accurate assessment, and I wish
granters would move away from this as an evaluative tool. That said, we roughly estimate that a record center box of
homogeneous material takes about 2 hours to process heterogeneous 4 hours.
Informally done and calculated on level of processing: 6–10 linear ft/hr at folder level 2–5 linear ft/hr at item level
12–20 linear ft/hr at series level.
No formal estimates are calculated for nonfunded projects as competing duties and diversity among collections make it
impractical and inaccurate.
Past experience with similar collections and the experience of others (as reported in the professional literature, in
correspondence and conversations, and via listservs).
Physical examination of materials, amount of rehousing or arrangement (if necessary), amount of audio visual content,
processing experience.
Processing manual uses two guidelines to help calculate estimates: Lynch article in The Midwestern Archivist, Vol. 7,
No. 1, 1982 Manuscripts Processing Manual: Beinecke Library. Yale University, 1997. We also consider and internal
production “quota” of at least 2–3 boxes per week.
Processing archivists identifies a ballpark figure.
Processing estimates can be found for grant applications for the Archives Association of Ontario. The Archivist Librarian
monitors progress on a weekly basis with the archivists.
Processors annotate their time cards (or spreadsheets) with when they start and finish work on a series.
Reviews size, complexity, holdings of a collection and make an individual collection assessment. Also use 20 hours per
linear foot.
Rough estimates are created based on the level processing and description desired, the level of experience and number
of staff available to process a collection, and the organizational and physical condition of the materials relative to
previously processed collections.
Strictly based on past experience. I assess the size and condition (physical and intellectual) of the material and arrive at
a amount of time (either with a full-time or part-time employee and possible assistants) that I consider appropriate and
reasonable.
Students and staff keep track of time spent processing a collection and record the information in an MS Access
database.
The division takes into account intrinsic value, research value, size, condition, and potential reproduction or surrogates
(e.g. Microfilming and digitizing require the removal of fasteners and other special handling techniques). There is
no simple formula for estimating, but when the basics are discerned we’ve been successful in establishing probable
outcomes.
