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

Hackbart-Dean, Pam; Slomba, Elizabeth

32 · Survey Results: Survey Questions And Responses
4. Do researchers have access to minimally processed or unprocessed collections? N=75
Yes 69 92%
No 6 8%
Comments N=50
Yes
Access is provided to unprocessed material only if we own it (the donor has signed a memorandum of agreement) or if
the donor has given permission for research access (memorandum of agreement not yet signed).
Access provided after review for confidential materials such as social security numbers, bank account numbers, student
ID numbers, etc.
Access to minimally or even unprocessed collections are provided by Hargrett Library Staff.
Access to minimally processed collections only. We require that there is some level of physical and intellectual control
before granting access.
Access to unprocessed is permitted only if it is known that the collection does not contain restricted material.
Access to unprocessed materials is decided on a case-by-case basis.
Access to unprocessed or minimally processed materials is at the Curator’s discretion but they are potentially available
for research unless otherwise stipulated in the Deed of Gift or Deposit agreement.
Advance permission by the University Archivist. Close supervision by archival staff.
Before we allow access to unprocessed or minimally processed collections, we review records at folder level to ensure
that no restricted or confidential data is released.
By appointment with curator.
By prior arrangement.
Collections that are minimally processed are completely accessible to the public unless there are restrictions on the
collection. Unprocessed collections are available with the permission of our Supervisor of Reference Services.
Each unprocessed collection has an inventory for minimal access to the materials.
Every effort is made to provide access.
Generally we permit this, but we decide on a case-by-case basis and there may be circumstances in which it is contra-
indicated. In those cases, we would likely attempt to give processing high priority.
Generally yes, but some processed and unprocessed collections have access restrictions.
If someone knows we have something that is not yet processed, we try to make it accessible when possible.
If we can provide a box list so researchers can identify what materials they want to see, we will allow them access (if no
restrictions apply).
Minimally processed -yes through MARC record. May then contact Special Collections and a box list is then often sent.
Unprocessed -no, unless contact the department.

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

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32 · Survey Results: Survey Questions And Responses
4. Do researchers have access to minimally processed or unprocessed collections? N=75
Yes 69 92%
No 6 8%
Comments N=50
Yes
Access is provided to unprocessed material only if we own it (the donor has signed a memorandum of agreement) or if
the donor has given permission for research access (memorandum of agreement not yet signed).
Access provided after review for confidential materials such as social security numbers, bank account numbers, student
ID numbers, etc.
Access to minimally or even unprocessed collections are provided by Hargrett Library Staff.
Access to minimally processed collections only. We require that there is some level of physical and intellectual control
before granting access.
Access to unprocessed is permitted only if it is known that the collection does not contain restricted material.
Access to unprocessed materials is decided on a case-by-case basis.
Access to unprocessed or minimally processed materials is at the Curator’s discretion but they are potentially available
for research unless otherwise stipulated in the Deed of Gift or Deposit agreement.
Advance permission by the University Archivist. Close supervision by archival staff.
Before we allow access to unprocessed or minimally processed collections, we review records at folder level to ensure
that no restricted or confidential data is released.
By appointment with curator.
By prior arrangement.
Collections that are minimally processed are completely accessible to the public unless there are restrictions on the
collection. Unprocessed collections are available with the permission of our Supervisor of Reference Services.
Each unprocessed collection has an inventory for minimal access to the materials.
Every effort is made to provide access.
Generally we permit this, but we decide on a case-by-case basis and there may be circumstances in which it is contra-
indicated. In those cases, we would likely attempt to give processing high priority.
Generally yes, but some processed and unprocessed collections have access restrictions.
If someone knows we have something that is not yet processed, we try to make it accessible when possible.
If we can provide a box list so researchers can identify what materials they want to see, we will allow them access (if no
restrictions apply).
Minimally processed -yes through MARC record. May then contact Special Collections and a box list is then often sent.
Unprocessed -no, unless contact the department.

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SPEC Kit 314: Processing Decisions for Manuscripts &Archives · 33
Minimally processed are available immediately. If unprocessed material is requested, we put it on a fast track to get it
processed.
Minimally processed–yes unprocessed collections–access allowed only to very small unprocessed collections, at our
discretion.
Minimally processed, yes unprocessed, not without special permission.
No differentiation between access to fully or minimally processed collections Our policy on access to unprocessed
collections is as follows, also available at http://www.lib.lsu.edu/special/unprocessed.html. Patrons may not access
unprocessed manuscript collections, photographic collections, or record groups without the express written approval
of Curator of Manuscripts. In the curator’s absence, the Head of Special Collections, Associate Dean of Libraries, or the
Dean of Libraries may authorize access. Before we can provide access to an unprocessed collection, staff must review
it for sensitive and private information such as social security numbers and medical or academic records, as well as for
materials covered by donor-imposed or legal restrictions. Due to limited staff resources, a single patron may request
a maximum of seven linear feet for review per collection per semester. Upon receipt of a request, this review will be
completed as quickly as staffing allows and in most cases within fifteen working days. In some instances, screening
materials for compliance with restrictions requires a closer review of materials and may take longer.
Only in some situations. It depends on the collection value, size, physical condition, and to some extent how usable its
original order is.
Pending reference interview with manuscript librarian.
Researchers have access to open or unrestricted collections but hitherto we have not advertised.
Researchers have access to SOME BUT NOT ALL minimally processed or unprocessed collections. We do not provide
access to unprocessed collections that may possibly contain restricted information or that have serious preservation or
organizational issues.
Researchers have access to some minimally processed collections but not to unprocessed collections.
Researchers may access minimally/unprocessed collections by request. Unprocessed collections are reviewed by library
staff prior to access.
Researchers may look through boxes even if the materials are not processed.
Since unprocessed collections can contain restricted materials, boxes requested by researchers are reviewed prior to
access by the Archivist.
Some unprocessed manuscript collections are available to researchers with staff supervision.
Sometimes -it depends on the collection and its original order.
The exception would be collections likely to contain sensitive or confidential information.
There is access to minimally processed materials. Unprocessed collections may be made available under very special
conditions.
They certainly have access to minimally processed collections, but they don’t have access to materials that have not been
reviewed at all. In this, we work closely with members of our public services and curatorial staffs.
This applies specifically to manuscript collections. University records are usually restricted for 20 years unless determined
otherwise by office of origin and/or University Archivist.

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SPEC Kit 314: Processing Decisions for Manuscripts &Archives · 31
processed Boxes barcoded and sent to offsite. Level 2 Description: MARC record Finding aid and box list full
description where practicable. Arrangement: Intellectually arranged (series level) generally no refoldering metal, tape,
etc. Stays no appraisal. General Guidelines: Assess physical extent to determine any need to rebox Boxes barcoded
and sent to offsite does collection have some research demand? on processing wish list? Notes: Unless egregious and
obvious, preservation neither noted nor addressed presence of AV/digital noted but not addressed. Product: 35–50
l.f./month. Level 3 Description: MARC record finding aid full description. Arrangement: Combination of intellectual
and physical arrangement (series/sub-series level) combination of box and folder level control. Preservation: Refolder if
needed flag egregious needs metal, tape, etc. Stays minimal appraisal (duplicates). General Guidelines: On processing
short list? accessible in current form? staff to dedicate to project? Notes: Presence of AV/digital noted not addressed
Product: 23–30 l.f./month. Level 4 Description: Finding aid full description MARC record. Arrangement: Folder-level
control. Preservation: folders/archival boxes preservation needs referred to conservation metal stays full appraisal, AV/
images/digital addressed. General Guidelines: on processing short list? compelling justification (funding: administrative
priority? is collection in demand? faculty demand/support?) outreach component? curriculum support? Product:
11–15 l.f./month.
Single manuscripts and codex manuscripts are considered either cataloged or uncataloged (has or does not have a
MARC cataloging record).
The above terms apply generally to folderable and boxable documents. There are collections, however, for which an
inventory, even at the piece rather than folder level, does not adequately expose content. I think, for example, of a
collection of scrapbooks 1890–1920 in which theater manager pasted weekly reports on programming. These are
well described at the volume level, but the real — and very important — content is in the performer names and
performance descriptions, and only deep indexing would provide adequate access.
We do not use formal definitions: we know the categories when we see them.
We have 4 processing levels: Accession-level control (Established at time of acquisition with basic collection information
taken from the accession record. May have box list.) Box-level control (Materials sorted as to particular form or in rough
series—rarely used.) Folder-level control (Materials are arranged into series order, properly foldered and are described
at the folder level, but little or no effort made to sort within folders. A complete finding aid produced (includes title
page, table of contents, administrative information, creator’s sketch (biographical/historical note), scope and contents
note and intellectual/physical arrangement). A complete catalog record and EAD version of the finding aid are
created). Full intellectual and physical control (Materials are sorted and arranged by series and sub-series, refoldered
and reboxed. Records are properly arranged within each folder. Collection is described at the box and folder level and
a complete finding aid produced (includes title page, table of contents, administrative information, creator’s sketch
(biographical/historical note), scope and contents note at various levels and intellectual/physical arrangement). A
complete catalog record and EAD version of the finding aid are created).
We purposely don’t have definitions because not having them helps us remain flexible and responsive to the needs of
any given collection (or part thereof). So we’re comfortable with saying that a particular collection is “fully processed”
when the same treatment applied to a different collection might result in that second collection’s being “minimally
processed.” Not having definitions also helps us explain to curators, public services staff, other colleagues, and even
donors how we operate.
We tend to see this as a continuum, with most collections somewhere between unprocessed and fully processed.
We typically use the terms pre-processed and processed instead of minimally and fully (and add post-processed for
those collections we revisit, update, or otherwise alter). “Minimal” sets the wrong tone and too often guides archivists
to aspire to the minimum.

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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

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