SPEC Kit 314: Processing Decisions for Manuscripts &Archives · 59
set out in RAD (Rules for Archival Description). Some further item-level indexing is done for correspondence in specific
fonds.
Fonds/collection and series level are most common, with item level done mainly for nontextual materials (e.g., photos,
AV, etc.) Folders are often listed but their contents are not described.
For large organizational records, the processing may go to the series and to the folder-level. For small literary collections,
photographic or digital collections, the processing may go to the item level.
For larger collections, we have occasionally processed only individualized series, in order to make the collection more
useable. We also do not have the time to fully process the collection as a whole.
I actually discussed this earlier with a brief recount of our tiered processing levels.
If a register and container list is being created for a modern manuscript collection, we describe at the folder level. If no
register is being created, then we describe only at the collection level with a MARC record.
It depends on the importance, preservation work, media, and size. Sometimes it is a mixture.
It depends on the value of the collection.
It is quite common to identify multiple series within a collection, relatively common for series to have sub-series, but
unusual to break to sub-sub-series. Series almost always occupy at least one box, and the box is in that sense the
more fundamental part. Materials within boxes are foldered. If folders contain multiple items (which typically they do)
it is unusual to describe them — though a Presidential letter, say, among a group of less valuable letters, might be
noted: “...including a 1910 Theodore Roosevelt TLS.” If judged of extreme value, such a letter might be replaced with a
photocopy and the original removed to a more secure location. This level of decision-making and processing is unusual.
Item level for older individual manuscripts (pre-1800). Folder level for most other material.
Item level has been used rarely for very small or single folder collections. Most collections are processed on a folder level
with series. Processing strategies have changed over the years with different staffing and leadership.
Item level is reserved for one-off items, such as important letter or autograph. Folder level is almost everything else.
There are existing one-off items or small collections (manuscript box of smaller) of one format (e.g., correspondence) or
topic where no finding aid is necessary.
Item-level processing is used rarely and only with collections with high research, high institutional, and high impact
values. Folder-level processing is standard. Series and collection levels are used to provide information about a collection
for access and promotion, most likely folder-level processing will follow based on prioritization.
Item level is used when items digitized and is required to identify digital object folder level when collection is being
processed, series/box level for routine sets of records not available to general public (student records), and collection
level is used as temporary level for large unprocessed materials.
Item-level or folder-level or series-level can be used within the same collection.
Level 1 (Collection level): Accession record, inventory list, preliminary inventory, processing record. Level 2 (Series level):
Level 1, plus series level arrangement, box level preservation, finding aid, MARC record, EAD. Level 3 (Folder or Item
level): Level 2 plus DACS “Multilevel Optimum Added Value.”
Levels to be used are determined based on value (intrinsic and/or monetary), size, original order, homogeneity of
material throughout the collection, and perceived use.
Levels vary greatly depending on subject, extent, monetary value, demonstrated need, and existence of supporting
set out in RAD (Rules for Archival Description). Some further item-level indexing is done for correspondence in specific
fonds.
Fonds/collection and series level are most common, with item level done mainly for nontextual materials (e.g., photos,
AV, etc.) Folders are often listed but their contents are not described.
For large organizational records, the processing may go to the series and to the folder-level. For small literary collections,
photographic or digital collections, the processing may go to the item level.
For larger collections, we have occasionally processed only individualized series, in order to make the collection more
useable. We also do not have the time to fully process the collection as a whole.
I actually discussed this earlier with a brief recount of our tiered processing levels.
If a register and container list is being created for a modern manuscript collection, we describe at the folder level. If no
register is being created, then we describe only at the collection level with a MARC record.
It depends on the importance, preservation work, media, and size. Sometimes it is a mixture.
It depends on the value of the collection.
It is quite common to identify multiple series within a collection, relatively common for series to have sub-series, but
unusual to break to sub-sub-series. Series almost always occupy at least one box, and the box is in that sense the
more fundamental part. Materials within boxes are foldered. If folders contain multiple items (which typically they do)
it is unusual to describe them — though a Presidential letter, say, among a group of less valuable letters, might be
noted: “...including a 1910 Theodore Roosevelt TLS.” If judged of extreme value, such a letter might be replaced with a
photocopy and the original removed to a more secure location. This level of decision-making and processing is unusual.
Item level for older individual manuscripts (pre-1800). Folder level for most other material.
Item level has been used rarely for very small or single folder collections. Most collections are processed on a folder level
with series. Processing strategies have changed over the years with different staffing and leadership.
Item level is reserved for one-off items, such as important letter or autograph. Folder level is almost everything else.
There are existing one-off items or small collections (manuscript box of smaller) of one format (e.g., correspondence) or
topic where no finding aid is necessary.
Item-level processing is used rarely and only with collections with high research, high institutional, and high impact
values. Folder-level processing is standard. Series and collection levels are used to provide information about a collection
for access and promotion, most likely folder-level processing will follow based on prioritization.
Item level is used when items digitized and is required to identify digital object folder level when collection is being
processed, series/box level for routine sets of records not available to general public (student records), and collection
level is used as temporary level for large unprocessed materials.
Item-level or folder-level or series-level can be used within the same collection.
Level 1 (Collection level): Accession record, inventory list, preliminary inventory, processing record. Level 2 (Series level):
Level 1, plus series level arrangement, box level preservation, finding aid, MARC record, EAD. Level 3 (Folder or Item
level): Level 2 plus DACS “Multilevel Optimum Added Value.”
Levels to be used are determined based on value (intrinsic and/or monetary), size, original order, homogeneity of
material throughout the collection, and perceived use.
Levels vary greatly depending on subject, extent, monetary value, demonstrated need, and existence of supporting
