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

Hackbart-Dean, Pam; Slomba, Elizabeth

SPEC Kit 314: Processing Decisions for Manuscripts &Archives · 21
Manuscript Division
Manuscript, Archives, and Rare Book Library
Manuscripts
Manuscripts Processing and University Archives
Manuscripts Unit, Special Collections
Manuscripts, Archives, and Special Collections (MASC), Washington State University Libraries
Medical Heritage Center
Rare Book &Manuscript Library (2 responses)
Rare Books and Manuscripts, Sheridan Libraries
Russell Library for Political Research and Studies
Special Collections (6 responses)
Special Collections &University Archives (6 responses)
Special Collections and Archives (2 responses)
Special Collections and Archives includes several departments, ranging from Rare Books and Manuscripts, to the
Cartoon Library and Museum and to the University Archives
Special Collections Department
Special Collections Division
Special Collections Library
Special Collections Library and University Archives
Special Collections Research Center (5 responses)
Special Collections, Archives &Rare Books Division
Special Collections, MSU Libraries
Special Collections, University of Waterloo Library
Spencer Research Library Processing Department
Technical Services Department, Rare Book, Manuscript, and Special Collections Library
Thomas Fisher Rare Book Library (Rare Books and Special Collections)
University Archives (3 responses)
University Archives, a unit of the new Department of Special Collections and Archives
University Archives Rare Books &Special Collections
University Library, Special Collections Library
University of Louisville libraries

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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 · 21
Manuscript Division
Manuscript, Archives, and Rare Book Library
Manuscripts
Manuscripts Processing and University Archives
Manuscripts Unit, Special Collections
Manuscripts, Archives, and Special Collections (MASC), Washington State University Libraries
Medical Heritage Center
Rare Book &Manuscript Library (2 responses)
Rare Books and Manuscripts, Sheridan Libraries
Russell Library for Political Research and Studies
Special Collections (6 responses)
Special Collections &University Archives (6 responses)
Special Collections and Archives (2 responses)
Special Collections and Archives includes several departments, ranging from Rare Books and Manuscripts, to the
Cartoon Library and Museum and to the University Archives
Special Collections Department
Special Collections Division
Special Collections Library
Special Collections Library and University Archives
Special Collections Research Center (5 responses)
Special Collections, Archives &Rare Books Division
Special Collections, MSU Libraries
Special Collections, University of Waterloo Library
Spencer Research Library Processing Department
Technical Services Department, Rare Book, Manuscript, and Special Collections Library
Thomas Fisher Rare Book Library (Rare Books and Special Collections)
University Archives (3 responses)
University Archives, a unit of the new Department of Special Collections and Archives
University Archives Rare Books &Special Collections
University Library, Special Collections Library
University of Louisville libraries

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22 · Survey Results: Survey Questions And Responses
University of Toronto Archives
Walter J. Brown Media Archives &Peabody Awards Collection
Western Archives
Western History Collections
William Ready Division of Archives and Research Collections
Wilson Library Special Collections Technical Services Department
Definition of Processing Terms
2. Does your library have an established definition of the terms “fully processed,” “minimally
processed,” and/or “unprocessed” as they relate to manuscript and archival materials in the library
collections? Check all that apply. N=75
N Yes
N=70
No
N=20
Fully processed 75 65 10
Minimally processed 71 53 20
Unprocessed 74 70 5
3. If you answered Yes above, please enter a brief definition of the term. N=69
Fully processed material N=64
100% of material is processed.
A finding aid and “I-level” MARC record exist.
Accession record full inventory with creator sketch, scope and content, container list, and indexes MARC record and
online EAD finding aid.
Accessioned, cleaned, preservation work, foldered, boxed, file level inventory, completed finding aid which is mounted
on Department’s Web site.
All arrangement, description, and preservation steps completed.
Appraised, separated material removed, arranged (series-subseries-folder schema), and described in a finding aid and a
MARC record.
Archives: fully arranged and described and for which there is a RAD-compliant inventory RBSC: online and accessible by
public.
Arranged and described (MARC record and finding aid).
Arranged and described with EAD encoded finding aids.
Arranged, described, inventory and finding aid available.

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

20 · Survey Results: Survey Questions And Responses
The work is done by the combined department although some rare books and serials are processed by the Cataloging
Department.
Two departments process their respective special collections and archives.
Two departments: University Archives Rare Books &Special Collections.
University Archives -responsible for administrative records of the University and private papers of individuals and
organizations relating to the history of the University.
We are a combined manuscripts, University Archives, and rare book repository, called “Special Collections and
University Archives.” Processing of the manuscripts collections is managed by the Manuscripts Librarian, processing
of university records is managed by the University Archivist. We now have a term-appointment Accessioning and
Processing Archivist who is managing our accessioning procedures and also supervises processing projects.
We have one liaison cataloger from the Cataloging Department who catalogs all of our rare books and serials materials.
Western Archives (the combined department) deals with the vast majority of such items. The only substantive exception
is the Music Library, which has a separate manuscript collection.
The rest of this survey will focus on manuscripts and archival materials only. It will not include
questions related to rare books or serials.
Please indicate the department, unit, and/or library for which you are responding. N=76
Archives
Archives (Institute Archives and Special Collections, MIT Libraries)
Archives &Manuscripts Department (3 responses)
Archives &Special Collections (5 responses)
Center for Southwest Research and Special Collections
Cushing Memorial Library and Archives
Department of Rare Books, Special Collections and Preservation
Department of Special Collections
Hargrett Rare Book and Manuscript Library
Harry Ransom Center -Archives and Visual Materials Cataloging
Images and Archives/Archives and Modern Manuscripts Program
Kelvin Smith Library Special Collections Research Center
L. Tom Perry Special Collections
Lilly Library
Mahn Center for Archives and Special Collections
Mandeville Special Collections Library

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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