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

Hackbart-Dean, Pam; Slomba, Elizabeth

SPEC Kit 314: Processing Decisions for Manuscripts &Archives · 17
Rare Books
N=22
Rare Serials
N=23
Manuscripts
N=5
Archival Records
N=3
Monograph Cataloging Serials Cataloging
Rare Book and Manuscript
Library
Rare Book and Manuscript
Library as well as Book stacks
Technical Services
(7 responses)
Technical Services
(6 responses)
University Library, Print
Cataloging Unit Clements
Library Bentley Historical
Library
University Library, Print
Cataloging Unit Clements
Library Bentley Historical
Library
Acquisitions and Serials
Department
Rare serials are located in
several different libraries in
the system.
Serial and Government
Publications Division
The Rare Rook and Special
Collections Division and the
Music Division also process
manuscript material, as does
the American Folk Life Division
Veterans History Project.
Special Collections/Rare
Books Section and General
Collection Technical Services
Media Commons
Russell Library for Political
Research and Studies
Russell Library for Political
Research and Studies
Comments about which department/unit processes special collections and archives. N=41
1) The Special Collections Library, a unit of the University Library and holder of the primary general rare books
collection, as well as important literary, theatrical, transportation history and social activist archives. We process and
catalog manuscripts, archives, and non-book material. Most of the cataloging of our rare books and serials is done by
a separate cataloging unit within the University Library, the Print Cataloging Unit, but some cataloging of them is done
by Special Collections staff, as available. 2) The Clements Library, one of the country’s most important repositories for
books, maps, manuscripts, and archives related to American History, with a general cut-off date of 1900. Clements
staff perform processing/cataloging for all four types of materials listed above. 3) The Bentley Historical Library holds
the Michigan Historical Collections and the University Archives. Bentley staff perform processing/cataloging for all four
types of materials listed above.
Acquisition records and bibliographic description for rare books and rare serials processing is conducted outside of
Special Collections all other aspects of housing and shelf preparation for rare books and rare serials are completed
in the Special Collections department. Acquisition records for purchased manuscripts and archival records are created
in the Acquisitions Department. Accession records for all manuscripts and archival records (purchases and gifts) are
maintained by the Manuscripts Unit in the Special Collections Department. Arrangement, preservation, and archival

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SPEC Kit 314: Processing Decisions for Manuscripts &Archives · 17
Rare Books
N=22
Rare Serials
N=23
Manuscripts
N=5
Archival Records
N=3
Monograph Cataloging Serials Cataloging
Rare Book and Manuscript
Library
Rare Book and Manuscript
Library as well as Book stacks
Technical Services
(7 responses)
Technical Services
(6 responses)
University Library, Print
Cataloging Unit Clements
Library Bentley Historical
Library
University Library, Print
Cataloging Unit Clements
Library Bentley Historical
Library
Acquisitions and Serials
Department
Rare serials are located in
several different libraries in
the system.
Serial and Government
Publications Division
The Rare Rook and Special
Collections Division and the
Music Division also process
manuscript material, as does
the American Folk Life Division
Veterans History Project.
Special Collections/Rare
Books Section and General
Collection Technical Services
Media Commons
Russell Library for Political
Research and Studies
Russell Library for Political
Research and Studies
Comments about which department/unit processes special collections and archives. N=41
1) The Special Collections Library, a unit of the University Library and holder of the primary general rare books
collection, as well as important literary, theatrical, transportation history and social activist archives. We process and
catalog manuscripts, archives, and non-book material. Most of the cataloging of our rare books and serials is done by
a separate cataloging unit within the University Library, the Print Cataloging Unit, but some cataloging of them is done
by Special Collections staff, as available. 2) The Clements Library, one of the country’s most important repositories for
books, maps, manuscripts, and archives related to American History, with a general cut-off date of 1900. Clements
staff perform processing/cataloging for all four types of materials listed above. 3) The Bentley Historical Library holds
the Michigan Historical Collections and the University Archives. Bentley staff perform processing/cataloging for all four
types of materials listed above.
Acquisition records and bibliographic description for rare books and rare serials processing is conducted outside of
Special Collections all other aspects of housing and shelf preparation for rare books and rare serials are completed
in the Special Collections department. Acquisition records for purchased manuscripts and archival records are created
in the Acquisitions Department. Accession records for all manuscripts and archival records (purchases and gifts) are
maintained by the Manuscripts Unit in the Special Collections Department. Arrangement, preservation, and archival

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16 · Survey Results: Survey Questions And Responses
This survey is designed to investigate current policies and practices for processing manuscript and archival collections (but not
rare books and serials), including setting processing priorities creating and implementing policies and procedures and processing
metrics.
Processing Workflow
1. Please indicate whether special collections, archives, a combined special collections/archives
department, or another department/unit at your institution processes (as defined above) each
type of material listed below. Check N/A if your institution does not process that type of material.
Check all that apply. N=76
N Special Collections
N=34
Archives
N=22
Combined Dept
N=39
Another Dept/Unit
N=29
N/A
N=2
Rare books 75 25 1 35 23 1
Rare serials 74 23 2 34 24 1
Manuscripts 75 32 15 37 5 —
Archival materials 76 20 22 37 3 1
If you selected “Another Dept/Unit” above, please name that department or unit. N=30
Rare Books
N=22
Rare Serials
N=23
Manuscripts
N=5
Archival Records
N=3
A very small amount of
rare books processing is
done by the “regular”
library unit called “database
management.”
Bibliographic Control and
Acquisitions
Bibliographic Control and
Acquisitions
Bibliographic Control and
Acquisitions
Bibliographic Control and
Acquisitions
Bibliographic Services, Rare
Books Cataloging
Bibliographic Services, Rare
Books Cataloging
Book Cataloging Book Cataloging
Cataloging &Metadata
Services Department
Cataloging &Metadata
Services Department
Cataloging Department
(4 responses)
Cataloging Department
(4 responses)
Information Processing
Center
Information Processing
Center
Library Technical Services Library Technical Services Library Technical Services Library Technical Services
Metadata &Advanced
Cataloging Team

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

18 · Survey Results: Survey Questions And Responses
description (EAD) records are completed in the Manuscripts Unit in the Special Collection Department. MARC records
are generated from EAD in the Manuscripts Unit, then transferred and completed for entry in the Library’s OPAC by the
Bibliographic Control Department.
Archives and manuscripts are described by archivists. Fonds and collection descriptions and finding aids are posted
at our Web site, ACHEION, and CAIN (the latter 2 are union lists for Ontario and Canada, respectively). Fonds and
collection descriptions are also accessible through the Library’s online catalogue with URLs to finding aids. Rare books
and journals are catalogued for the Library’s online catalogue outside of the department.
Books and serials are cataloged by Central Technical Services (CTS) “manuscript” and “archive” collections are
processed by Special Collections staff although CTS may create collection level records for the bibliographic database.
Each special collection processes its own manuscripts and archives. The University Archives is processed by the Western
History Collections.
For rare books and serials, Special Collections shares responsibilities with two cataloging units for complete processing
of these materials.
Formerly, the University Archives and Special Collections were in the same department. At present, although we share a
reading room and stacks space, we are two completely separate administrative entities.
IU Bloomington has 2 large special collection units on campus: The Lilly Library and the Indiana University Archives.
These units are separate from one another.
LSU Special Collections includes the Louisiana and Lower Mississippi Valley Collections, a regional history collection
that includes published and unpublished/manuscript materials. Our “Manuscripts Processing Unit” processes those
collections. University Archives is also a part of Special Collections, and a separate unit processes the university records.
Manuscripts -manuscript unit &cataloging department. Archives -university archives unit. Rare Books -rare books
unit. Georgiana collection -cataloging department.
Manuscripts and archival materials are arranged and described in their appropriate Special Collections unit, and catalog
records are then prepared in the Special Collections unit of the Technical Services Department.
Most processing work is done in Archives and Special Collections. Cataloging and some metadata work is done in
technical services.
Our Special Collections department is made up of 5 units: Rare Books, Manuscripts, Film &Media Archive, Modern
Graphic History Library, and University Archives. All 5 units have archival collections that are processed by unit staff.
Printed books, serials, and ephemera are centrally cataloged manuscripts (codices, documents, papers, records, etc.)
and most photographs are cataloged by staff within the Rare Book &Manuscript Library.
Rare Book and Serial Cataloguing is a combined function of two library departments, Special Collections and
Cataloguing.
Rare books and serials processing are shared with Bibliographic and Metadata Services and Library Preservation.
Rare Books: 1 librarian for rare books 1 FTE support staff 1 PT book processor. Archives/Manuscripts: 5 FTE archivists
4 project-specific archivists 10 graduate interns 4-6 student employees 1-2 library program interns.
“Special collections” (an inherently problematic and fuzzy term) exist in many units of the library including University
Archives, Illinois History Collection, Rare Books, Music, History, Biology, etc.
Special Collections and Archives at Northwestern were combined formally only recently. In practice, we function

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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