Each of these items will be stored in accordance with archival standards including: acid-free sleeves, acid-free folders, and acid-free boxes stored in climate controlled rooms. Each storage unit will include a label with the title of the collection, dates, type of material included, and accession number. To create this number we will use a three letter collection code + four number year + two number month + four numbers beginning with 0001, which increase as new items are accessioned in the same collection. Item-level numbers will not be included in the MARC or RDA record, only in the final collection guide. Items are all non-circulating and as such are not allowed off premise but can be requested by accession number and used in a monitored environment.

 

Processing Plan

 

1. Import or compile base record

   • Check OCLC for matching record

   • Because of the rarity of these items, no other OCLC record will typically exist. If this is the case, do a secondary check for other items by the creator/subject for reference.

   • If a similar, but not exact, record exists, this record can be used to parse pertinent standard information (IE Name Authority)

2. Verify Subject Headings and Name Authority via Library of Congress; cross-reference with AAT where appropriate. Records for this collection will be compliant with RDA and MARC 21 and can be easily coded for an EAD using basic XML tags, as marked in the Crosswalk section of this page. These records can also be easily mapped to DACS in the provided crosswalk for repositories that require both content standards or DACS alone.

   • All minimum/core fields should be satisfied for each standard, where appropriate to the item. Although this creates more work during processing, it will provide valuable searchable information for users and create more linkable pages. Required fields have been designated in the Template in green.

   • Note: In a typical archive or special collection setting, many of the fields we are including in the item-level records would be created for the entire accession per multilevel requirements as outlined in DACS.

3. Scan images and create a link within the EAD record so image appears online with finding aid.

4. Print box/folder label and shelve according to the accession number listed

 

Clarifications

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• The repository level code should be included in the 090 fields, and the local code should be included in the 040 field.

• Original Ownership and Custodial History should be recorded in field 561, however, the collection’s Accession Number should be recorded in 541 $e. This is also the number the collection will be shelved by, as referenced in step five of the processing procedure.

• If an accession has more than one item, the processing guidelines should be treated as a folder level entry and the number of items should be listed in the 300 fields and an item level list should be included in the 520 field. If an accession has only one item, that item will be processed as you would for a folder level entry and no item level list is required in the 520 field; the item number, however, should still be listed in the 300 field.

  • Complex records may have both a MARC record and an inventory, which live separately but will reference one another

    • For these collections, a catalog record provides an a brief overview of a single collection while pointing the user to where they can find out more via a finding aid and the item’s precise location

• It is likely the 245 (Title) and 100/110 (Creator) will be variations on the same information, where appropriate; 245 should be used to describe the holdings, which, by nature, will use the 100/110 name within the naming convention if personal or corporate names are used. Field 541 should be used to record donor information; subfield c will always say “gift.” For example:

  • 245 10 $a The Jean Grey Papers

  • 110 1# $a Grey, Jean $q (Jean Grey), $d 1963- $e creator

  • 541 1# $c Gift $a Charles Xavier $d 2019

• MARC Leader fields should be as follows for archival materials:

  • 06: p (indicates mixed materials)

  • 07: c (indicates record is treated as a collection)

  • 08: a (indicates items are treated under archival practice)

  • 007: do not use unless cataloging microfilm or electronic material

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