Processing Decisions for Manuscripts & Archives, SPEC Kit 314 (November 2009)

Hackbart-Dean, Pam; Slomba, Elizabeth

SPEC Kit 314: Processing Decisions for Manuscripts &Archives · 107
Attention to detail ability to organize workflow XML/EAD skill ability to think about how researchers might be using
the archive.
Attention to detail computer &software experience research skills writing skills organization skills
Attention to detail languages organizational skills intellectual curiosity knowledge about the collections.
Awareness of emerging technologies and computer languages (i.e., DACS, XML, and EAD related programs), remaining
current with the archival profession through workshops, basic research skills and familiarity with standard and non-
standard reference sources, and the ability to multitask and complete projects.
Basic archival education and training. Experience with descriptive standards (i.e., Rules for Archival Description).
Practical hands on experience.
Basic archival knowledge. Knowledge of how reference in an archives works. Knowledge of various types of software
and possibilities for electronic/digital areas.
Beyond the basic skills that all archivists should have that are detailed in books by SAA, I believe that description is
critical, and having digital skills in your toolkit. That could be EAD creation or identifying collections that would be best
accessed digitally. We all want as much of our collections accessed and digitally would be great, but the reality is we
have to make decisions about how to best serve our institutions and researchers right now. Archivists today need digital
skills.
Careful attention to detail.
Common sense, which is innate. An intellectual awareness of current research and research needs. Ability to work
alone and find joy in being a glorified file clerk. Respect pattern and established practices rather than idiosyncratic
arrangement and description schemes.
Competent writing skills familiarity with DACS familiarity with EAD familiarity with basics of processing theory and
practice (the six volumes of SAA’s “Archival Fundamentals Series II” are a good foundation) high comfort level with
technology (important both as a tool and, increasingly, as an element of a collection). Beyond that, they should have
the ability to identify patterns in a collection and enhance, not override them (which I guess is another way of saying
“knowing when to adhere to or alter original order” ?)good organizational skills good eye for detail and lots of
patience!
Consistency, accuracy, and attention to detail. We have different student assistants who working on processing so the
staff member overseeing the process must maintain consistency in processing practices.
Coursework at an institution which offers extensive coursework in archival and manuscript processing and management
and internships under experienced archivists and manuscript curators. Relevant subject background.
Critical thinking, problemsolving, attention to detail but able to see the bigger picture, technical writing, adaptability,
ability to assess collection and appropriate level of organization and description for anticipated use, administrative
needs, and preservation formulating and implementing a processing plan time management knowledge of metadata
standards knowledge of conservation and preservation for archival collections.
Database and encoding skills.
Excellent organizational skills, understanding of archival principles, including arrangement and description. Self-
motivation. Ability to communicate effectively.
Experience working with collections. This is accomplished through coursework in library school, where they learn and
apply their knowledge of processing.

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SPEC Kit 314: Processing Decisions for Manuscripts & Archives (November 2009) resources

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SPEC Kit 314: Processing Decisions for Manuscripts &Archives · 107
Attention to detail ability to organize workflow XML/EAD skill ability to think about how researchers might be using
the archive.
Attention to detail computer &software experience research skills writing skills organization skills
Attention to detail languages organizational skills intellectual curiosity knowledge about the collections.
Awareness of emerging technologies and computer languages (i.e., DACS, XML, and EAD related programs), remaining
current with the archival profession through workshops, basic research skills and familiarity with standard and non-
standard reference sources, and the ability to multitask and complete projects.
Basic archival education and training. Experience with descriptive standards (i.e., Rules for Archival Description).
Practical hands on experience.
Basic archival knowledge. Knowledge of how reference in an archives works. Knowledge of various types of software
and possibilities for electronic/digital areas.
Beyond the basic skills that all archivists should have that are detailed in books by SAA, I believe that description is
critical, and having digital skills in your toolkit. That could be EAD creation or identifying collections that would be best
accessed digitally. We all want as much of our collections accessed and digitally would be great, but the reality is we
have to make decisions about how to best serve our institutions and researchers right now. Archivists today need digital
skills.
Careful attention to detail.
Common sense, which is innate. An intellectual awareness of current research and research needs. Ability to work
alone and find joy in being a glorified file clerk. Respect pattern and established practices rather than idiosyncratic
arrangement and description schemes.
Competent writing skills familiarity with DACS familiarity with EAD familiarity with basics of processing theory and
practice (the six volumes of SAA’s “Archival Fundamentals Series II” are a good foundation) high comfort level with
technology (important both as a tool and, increasingly, as an element of a collection). Beyond that, they should have
the ability to identify patterns in a collection and enhance, not override them (which I guess is another way of saying
“knowing when to adhere to or alter original order” ?)good organizational skills good eye for detail and lots of
patience!
Consistency, accuracy, and attention to detail. We have different student assistants who working on processing so the
staff member overseeing the process must maintain consistency in processing practices.
Coursework at an institution which offers extensive coursework in archival and manuscript processing and management
and internships under experienced archivists and manuscript curators. Relevant subject background.
Critical thinking, problemsolving, attention to detail but able to see the bigger picture, technical writing, adaptability,
ability to assess collection and appropriate level of organization and description for anticipated use, administrative
needs, and preservation formulating and implementing a processing plan time management knowledge of metadata
standards knowledge of conservation and preservation for archival collections.
Database and encoding skills.
Excellent organizational skills, understanding of archival principles, including arrangement and description. Self-
motivation. Ability to communicate effectively.
Experience working with collections. This is accomplished through coursework in library school, where they learn and
apply their knowledge of processing.

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106 · Survey Results: Survey Questions And Responses
descriptive standard framework. This last may be an innate trait — you may acquire #1 and #2 and still not be able to
perform #3.
1) Graduate Education in an Archival Program in accord with the Society of American Archivists Guidelines for a
Graduate Program in Archival Studies. 2) Proven experience processing manuscript and archival collections .3)
Personality traits including but not limited to: • Attention to detail • Honesty • Willingness to learn.
A respect for the intrinsic value of archival collections, to be detail oriented, and knowledgeable about archival theory/
practice.
Ability to be ruthless in completing work in a short time while not losing attention to detail ability to see broad
categories and establish “order out of chaos.”
Ability to organize work effectively, to set priorities, to analyze information from multiple sources, and demonstrated
ability to seek out, learn, and apply new technologies.
Ability to pay attention to detail be organized ability to persevere, ability to alphabetize experience in processing
ability to apply intelligence to determining an outline of arrangement skill in composing effective biographical sketches,
and scope and content notes.
Ability to process without inspecting every item, need good analytical skills in order to learn what they need to learn to
facilitate research use, but not to get immersed in details. Also need to be able to do research up front in order to place
the collection in historical content 3.
Ability to see big picture and apply it to whatever level of processing is being done mastering XML encoding.
Ability to see both the forest and the trees.
Ability to see the overall importance of a collection and to be able to use that vision to organize the material to make it
easily accessible to others.
Accuracy, attention to detail, knowing when to ask questions, flexibility, ability to acquire new skills quickly and, in
these trying times, a sense of humor.
An ability to challenge the way it’s always been done creativity the ability to take risks and question. WALLFLOWERS
NEED NOT APPLY! The days of sitting alone in a room judiciously scanning each piece of paper are so over. Archives is
about outreach, risk, and making material accessible by any means necessary—that means you not only process, but
you promote them and—in so doing—yourself and the institution for which you work.
An ability to work quickly, to be able to identify broad categories of material for arrangement, and — most important
— an aptitude for articulating in finding aids the contents and arrangement of a collection.
An understanding that the overall original order is important in efficient processing and not to create a new artificial
order at the processing stage unless extraordinary circumstance present themselves. Not every page must be read or
even handled and seldom is arrangement within the file folder level required. Also being able to identify a functional
records series is invaluable and saves time over creating new series.
Analytical skills based on content knowledge comfortable with using EAD.
Analytical skills, management skills, writing skills, computer literacy.
Attention to detail with awareness of whole scope of the project, self-motivation, ability to place materials in context at
micro and macro level, range of technical skills from encoding to digitization.
Attention to detail, wide general knowledge, languages.

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SPEC Kit 314: Processing Decisions for Manuscripts & Archives (November 2009) resources

108 · Survey Results: Survey Questions And Responses
Formal archival education, including standard archival theory and practice.
Good decision-making skills.
Good judgment, computer skills, knowledge of history.
Good judgment. Ability to see the forests and the trees at the same time.
Graduate level education, training in archival fundamentals, patience, organization skills, ability to work with all levels of
patrons and donors, database experience, encoding.
Historical context, analytical understanding of unpublished and aggregate material. DACS “principles” are a good
summary of intellectual skills. Too much concentration in library schools on the physical entity—interns love boxing and
foldering and need to have the intellectual and historical reinforced.
In the case of the Manuscript Division, knowledge of American history and culture combined with strong organizational
and descriptive abilities that allow for the understanding of hierarchies and details in the context of thousands of
collections, many of them massive. An ability to focus on the whole, weighing the context and significance of material
while discerning significant details for dissemination online.
Judgment, patience, subject knowledge, and when to ask for help.
Knowing what not to do, especially in terms of appraisal decisions and conservation treatment. Also keeping MPLP in
mind in terms of quick access to users.
Knowledge of accepted archival practices and standards, such as DACS and EAD communication and writing time and
project management digital assets management preservation and handling of various formats.
Knowledge of processing standards, including DACS. An ability to apply appraisal principles to processing. The ability to
make judgments about level of processing and descriptive information included.
Knowledge of Rules for Archival Description. Historical appreciation of archives. Good work habits.
Knowledge of the subject area(s) of the institution’s primary collecting focus.
More knowledge about the art of creating a finding aid and contextualizing collections. Better holistic notions of how to
creatively define series and less rote applications of a standard way. Stronger fundamentals in the area of archival theory
and practice that can then be applied to any record type or format.
Native intellect, organizational ability, focus, commitment, attention to detail, writing ability.
Organization writing handling electronic formats balancing desire for detailed thoroughness with the concept of
“more product/less process” patience.
Organizational skills, subject specialties, attentiveness to detail, foreign language skills.
Processing staff need to acquire an understanding of the basics of arrangement, a basic knowledge of conservation/
preservation issues (including audiovisual), an understanding of the function of a finding aid, and knowledge of EAD.
Processors must understand the details but not be beholden to the details. They must be well organized and have good
analytical skills.
Professional archivist training. Good organizational and writing skills. Research and subject training. Preservation
training.
Project management skills, including the ability to set priorities and stick to them, manage time, work in teams, see a

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Page 7Survey Results click to expand contents

Page 123Representative Documents click to expand contents

Page 125Job Description of Processing Decision Maker click to expand contents

Page 129Job Descriptions of Processing Staff click to expand contents

Page 133Processing Policy click to expand contents

Page 137Processing Procedures Manuals click to expand contents

Page 143Processing Worksheets click to expand contents

Page 151Procedures for Prioritizing Processing click to expand contents

Page 155Collecting Processing Statistics click to expand contents

Page 159Sample Statistics Reports click to expand contents

Page 163Selected Resources click to expand contents

SPEC Kit 314: Processing Decisions for Manuscripts & Archives (November 2009) resources

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SPEC Kit 314: Processing Decisions for Manuscripts & Archives (November 2009) resources

SPEC Kit 314: Processing Decisions for Manuscripts & Archives (November 2009) resources