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

Hackbart-Dean, Pam; Slomba, Elizabeth

SPEC Kit 314: Processing Decisions for Manuscripts &Archives · 133
Processing Policy

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SPEC Kit 314: Processing Decisions for Manuscripts &Archives · 133
Processing Policy

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132 · Representative Documents: Job Descriptions of Processing Staff
Purdue University
Processing and Public Services Archivist
L I B R A R I E S
Processing and Public Services Archivist
Archives and Special Collections
The Purdue University Libraries seeks an experienced archivist to oversee reference services and accessioning and processing of
archival and manuscript collections.
Responsibilities:, The Processing and Public Services Archivist arranges and describes archival materials in all formats
develops and documents processing plans for large collections and guidelines for levels of processing ensures appropriate
archival housing for collections identifies and refers items as necessary for conservation treatment prepares and edits finding
aids and other descriptive access tools participates in implementation of EAD for encoded finding aids participates in the
creation of MARC catalog records for manuscript and archival holdings. Trains and supervises the work of support staff and
students who may be assigned to assist with arrangement and description of manuscript and archival collections assigns tasks
and monitors pace and direction of work by support staff maintains schedules and deadlines provides reference services and
delegates reference inquiries to support staff as appropriate evaluates staff performance. Provides instruction to classes in
archival research methodology and provides orientation tours for groups visiting the Archives and Special Collections.
Participates in unit-wide planning and committee activities and creating exhibits. May also assist in future development of
records retention schedules and work with the University’s colleges, schools, and departments on the transfer of historical
material to the archives. Reports to the Head of Archives and Special Collections.
Requirements: Masters Degree in Library or Information Sciences from an ALA-accredited library school with a concentration
in archival management or completion of significant graduate level course work in archives and at least two years experience
arranging and describing archival collections in a historical or academic repository familiarity with DACS, EAD, MARC,
LCSH, AACR2, and other LC cataloging standards familiarity with automated library information management systems, such as
Endeavor/Voyager and online union catalogs such as RLIN or OCLC knowledge of basic preservation and conservation
standards for archival and manuscript collections experience supervising staff in processing archival collections demonstrated
ability to communicate effectively, both orally and in writing excellent organizational skills, with demonstrated commitment to
accuracy and attention to detail experience providing reference services for archival materials ability to work independently and
collaboratively in a fast-paced, team environment ability to work efficiently to meet project goals and deadlines ability to
establish and maintain professional and effective working relationships with colleagues, faculty, staff, students, donors, and the
general public. Ability to lift records cartons which weigh up to 50 pounds. Experience using Microsoft Office, including Word,
Excel, PowerPoint, and Access. Familiarity with current trends in archival theory and management, and records management in
an academic setting. Strong commitment to the archives profession. Candidates should possess strong interpersonal skills and the
ability to work cooperatively with a wide variety of constituents.
Desired Qualifications: Certification from the Academy of Certified Archivists is preferred. Familiarity with CONTENTdm or
similar digital assets management systems preferred. Familiarity with digitization projects and archival standards and best
practices relating to digital image capture and metadata creation preferred. Familiarity with HTML and Dreamweaver software
for creating or editing web pages preferred. Knowledge of institutional repositories as they relate to archives work preferred.
Experience managing and providing long-term access to electronic records and born digital content preferred. Experience
providing library instruction preferred.
Salary: Minimum $41,000 and up, depending upon qualifications.
Status and Benefits: Three year appointment as Visiting Assistant Professor of Library Science. Twelve month appointment
with annual vacation of 22 working days. Excellent benefits including fully paid TIAA-CREF retirement contribution. Must
have vested, employer-funded contract from previous Higher Education employment for participation.
Application Process: Applications will be reviewed beginning April 30, 2007 and will be accepted until a suitable candidate is
chosen. Send statement of interest, resume, and a list of three references in both electronic format and by surface mail to:
Thomas L. Haworth, Human Resources Administrator, Purdue University Libraries, 504 W. State St., West Lafayette, IN 47907-
2058. thaworth@purdue.edu.
An Equal Access/Equal Opportunity/Affirmative Action Employer
fully committed to achieving a diverse workforce

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

134 · Representative Documents: Processing Policy
Brigham Young University
Minimal Processing Policy
Minimal Processing Policy
January 2009
All manuscript collections must be minimally processed before they can be fully processed.
Guidelines for Minimal Processing
1. Create series based on original order or corporate structure of the collection
1. Do not create subseries structure
2. Do not remove paper clips or weed materials
3. Do not refolder, organize materials within folders, or organize folder order
1. Exception: Unorganized collections
1. If not in folders, sort materials into series structure and place in
folders
2. Write DACS-compliant titles and dates on new folders based on
content
3. Place series in carton
2. Create DACS-compliant finding aid for the collection in EAD

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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