60 · Survey Results: Survey Questions And Responses
documentation (especially when supplied with purchased literary manuscripts). Levels may and do vary within a
collection.
Manuscripts: collection, series, subseries, etc., folder and sometimes item level. Archives: record group, subgroup,
series, subseries, box or folder and sometimes item level.
Most collections are processed at folder level. Archives and other suitable collections are processed at the series level.
Diaries, scrapbooks and some correspondence are processed at the item level. Backlog collections and newly received
large collections are processed at the collection level.
Most of our collections are processed at the file unit level while a single folder containing all related documents is the
most common example of a filing unit, a large file spanning several folders is also considered a single filing unit. We only
use item-level processing for significant media materials (photographs, audio-visual materials) or extremely rare, fragile,
and significant items. However, we have processed collections at the collection level, series level, and subseries level
when that level of control was all that was required for adequate access and preservation given our best guess for the
projected level of use and significance of the collection.
Most processing is at folder or series level. Item level is used primarily with photographic collections, small research-
significant series such as correspondence, and audiovisual items.
Nearly all collections processed are at folder level, with some at the box level where the content/format is oversize.
Often we do not go to the folder level description, if the series are all the same type of material such as financial records
they are simply listed by years.
On occasion, all levels could be used within a collection. The combinations of item and folder level or folder and series
are most likely and most common.
Our baseline is folder level, but in pre-processing descriptions we typically describe at series or collection level, and for
single item collections (e.g., a single account book or diary) item level is identical to collection level. In the past, our dept
rarely described at item level, but we very rarely do so today.
Primarily collection level and folder level processing. Almost never conduct item level unless needed for security reasons
or materials will be digitized for digital library. Folder level is quickly becoming quick and dirty inventory work, we rarely
arrange anymore.
Series, sub-series, folder, item.
Small collections tend to get item-level lists. (small =less than .50 cubic foot).
Small collections, including early records (19th century volumes) and other types of records (e.g. Photographs, maps,
sound and moving image material) may receive item level treatment. Larger manuscript collections and university
records normally are processed at the folder, series, and collection level.
Some fonds have all 4 levels, but most do not include item level description.
Sometimes we process one portion of a collection only. We do this when one part is thought to be high-demand and
another part might only have only minimal demand.
Special media — often are described at item level. File level — required for most university records acquisitions because
of privacy legislation. Series and Fonds/Collection level — for all other finding aids
The approach differs based on the presumed research value of the materials, on the degree of access restrictions which
may be placed on the materials, and the time available to attain production goals.