Documentation:Post-Archival Processing

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RBSC Post-Archival Processing Guide

This is a guide for tasks done after archival materials are processed at University of British Columbia Library - Rare Books and Special Collections. This guide is part of the RBSC Archives Toolkit. Refer to RBSC Archival Processing Guide for procedures related to processing duties.

RBSC Post-archival processing guide created by Jacky Lai, RBSC Archives Assistant.

Introduction

At RBSC, archival processing is typically done by iSchool students. When materials are processed, the Archives Assistant will label boxes, add/update records in Voyager (The Library's integrated library system), store materials, publish and generate AtoM finding aids, and add/update MemoryBC descriptions.

AtoM CSV import

  • Review project spreadsheet
    • Check for typos
    • Check identifiers – box-file numbers, PH, OS, etc. numbers
      • Lookout for skipped identifiers - this may signal a larger problem which will require further investigation
      • Check leading zeroes for identifiers
    • Check slugs and make sure they match the slugs in AtoM
    • Make sure start and end dates match date of creation field
    • Check general notes
      • If an item has been separated, there should be a general note about the new location/identifier
    • Make sure item level description appears immediately below the originating file-level description if item(s) separated
    • Do spot checks for extra spaces at the end of values
      • If there are more than a few, Jacky will run an excel function to remove them
  • Download CSV template
  • Copy data from project spreadsheet to CSV
  • Use AtoM CSV validation tool before import
  • IMPORTANT NOTE: Do not re-open a saved CSV because file numbers will auto convert to dates when CSV is re-opened.

Review physical processing

  • Make sure box numbers and box-file number match for each box
  • Make sure box-file numbers are in correct sequence and no numbers are skipped by accident
  • Check fullness of boxes and use corrugated cardboard to prop files up as necessary

Label boxes

  • Create labels for each box by using template in (INSERT directory)
    • NOTE: Do not save over the template unless you are saving it as a new file!
  • Always create two labels for for Hollinger boxes with detached lid - one label for front of box and one for the lid
    • For box, place label under hole for handling but leave enough room to place a barcode label (INSERT example)
    • For lid, place label close to the edge but leave enough room to place a barcode label (INSERT example)
    • For flat boxes such as newspaper boxes, place both labels on the lid - one on top and one on the side that faces out (INSERT example)
      • The labels are typically taller than these boxes so it is fine to trim them to size as long as key information remains (ex. fonds/collection name and ARC number)
  • Holdings with a “one file at a time” designation are marked with gold star stickers. Add title to list found in (INSERT directory)
  • Create location labels for each box if stored in the vault: RXX-BXX-SXX

Create/update voyager holding/item records

  • If the project is a new fonds/collection then Voyager bibliographic record has to be created by RBSC Librarian first before any work can be done to holding and item records.
  • If the project is part of an accrual of existing fonds/collections, go ahead an update/create holding and item records

Holding record

  • 852 - Location
    • First indicator is 8 for archival materials
    • Second indicator is blank
    • Subfield b - select from RBSC locations via ctrl+l
    • Subfield h - enter RBSC-ARC number
  • 866 - Textual Holdings - Basic Bibliographic Unit
    • First indicator is blank
    • Second indicator is 0
    • Subfield 8 - enter 1
    • Subfield a - List box numbers (ex. Box 1-10)
Example of Voyager holding record

Item record

  • Barcode - scan in box barcode
  • Perm. Loc - make sure the permanent location here matches the Location field vaule
  • Item Type - select archival box or non-circulating item (check with Archives Assistant if unsure)
  • Enum - Enter box number (Ex. Box 1)
  • If creating a new item record that is used to make copies for other items, make sure to remove "In process" under item status (button with line graph)
Example of Voyager item record
  • If item is stored in vault, assign location code in the free text field, enclose code in <>.
    • <located on shelf XX-XX-XX> (XX-XX-XX = Aisle-Bay-Shelf)
    • <located in map drawer X-XX>
  • If there are multiple notes, use <> for each note and do not add space between each note:
    • <copy worn, some handwritten annotations><located in map drawer X-XX>

Update information in RBSC tracking spreadsheet

  • A spreadsheet has been created to keep track of physical extent, creator and subjects of all archival holdings for statistical purposes
  • Spreadsheet location - Provided by Archives Assistant

Physical extent

  • Record the physical extent of textual records in metres in the project spreadsheet, column “Physical extent (textual, in metres)”
  • Only need to enter number, do not enter “m”
  • If measurement is expressed in cm in AtoM (due to being less than 1 metre), then convert to metres before entering number in this column
  • Tracking accruals - TBD

Creator information

  • Record information about gender of creator for each fonds/collection
  • For collections: Record gender of collector based on title information
  • Record whether a fonds/collection was created by an organization or individual based on title and biographical sketch of fonds/collection
    • Person
    • Organization
    • Family
    • Mixed
      • Only use “Mixed” when records are a mix of personal, family and organization records (for example, a collection). If the creator listed in the title of the fonds is a person but the fonds contains organizational records, the creator should still be categorized as “Person” since the person is likely to have been associated with and involved in organizations as part of their life and career therefore these records should be considered as “personal records”.
    • For collections, categorize based on title information

Subject access points

  • Select value "Yes" in the columns which correspond to the subject access points assigned in AtoM top-level descriptions
  • A reminder to select value "Yes" for columns which correspond to Broader Terms (BT) if Narrower Terms (NT) are assigned in AtoM.
    • For example, if "Oil and gas extraction" is assigned as a NT, then select value "Yes" these columns: "Industries" and "Oil and gas extraction"

Store materials in appropriate locations

  • ASRS - For majority of archival holdings (textual records)
    • Instructions for loading - TBD
  • Archival storage - For high value materials and materials requiring a higher level of humidity and temperature control
  • Map drawer - Oversize items in map folders
  • Photograph storage - All photograph media are stored in this area based on format and size
    • Small prints (INSERT Aisle number)
      • Photographs equal to or smaller than 18.8 x 13.5 cm; stored in drawers
    • Medium prints (INSERT Aisle number)
      • Photographs smaller than 30.4 x 23 cm and larger than 18.8 x 13.5 cm; stored in grey metal edge boxes
    • Large or oversize prints (INSERT Aisle number)
      • Photographs larger than 30.4 x 23 cm; stored in tall and flat metal edge boxes
    • Small negatives/glass plates (INSERT Aisle number)
      • Stored in drawers and grey metal edge boxes
    • Medium negatives/glass plates (INSERT Aisle number)
      • Stored in grey metal edge boxes
  • A/V storage - Original A/V storage area is full so new items are stored in the A/V overflow area (INSERT Aisle number)

NOTE: Assign location in Voyager for materials stored in Archival storage on shelves and in map cabinets

Generate PDF finding aid

  • PDF finding aids are generated when the descriptions for a new fonds/collection is published. It is also re-published when updates are made to existing descriptions.
  • Click on “Generate” under “Finding aid” on the right side menu. Depending on how many descriptions there are, it may take sometime to generate.
  • To re-generate a PDF finding aid, first delete the existing one by clicking “Delete” under “Finding aid” on the right side menu and then click on “Generate”.
  • It is good practice to open the generated PDF finding aid and verify nothing is missing. If an existing finding aid was opened recently in the same browser, the finding aid downloaded/opened may not be the new one due to cache not cleared. There are two ways to view the new PDF:
    • Clear browser cache
    • Use private browsing or incognito window to open/download PDF

Save a copy of PDF finding aid

  • After the PDF finding aid is generated and verified, save a copy in (INSERT directory)
  • If there is no folder for the fonds/collection, create one. Be sure to use the full title as the file name
  • Save the PDF in the folder and name the file using the full title and append _AtoM to the end.
  • If there is an existing PDF generated from AtoM, create an “Archive” folder and move onto of date finding aids there. It is good practice to append the date of when the PDF is archived at the end of file name.

Create/update descriptions to MemoryBC

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