Requirements for Stewardship of Archival Materials

Accessioning

All collections and collection accruals are documented, discoverable, and made open for research within fiscal year of receipt (exceptions made for materials with donor or repository required restrictions)

 

Required elements for internal documentation:

 

1. Accession record

 

Must include elements:

 

Name of repository

Collection title

Collection creator (if known)

Unique identifier (accession number or call number)

Dates

Extent (measured in linear or cubic feet, and gigabytes)

Language of Material

Description of the materials (Scope and Content)

Conditions Governing Access

Date of receipt (or stated as unknown)

Source of collection (or stated as unknown)

 

Required for discoverability, access, and use:

   

2. Collection level MARC record

       

Must include elements:

 

LDR

Bytes 7, 8 are coded as c and a for material managed as a collection

Bytes 7, 8 are coded as m and a for material managed as a single item

040 -- repository code

041 -- language code

1xx -- creator (if known)

245

(subfield a) -- title

(subfield d) -- date

300

(first subfield a) -- measurement of space taken up in either linear or cubic feet or digital space in gigabytes

(second subfield a) -- parenthetical describing the containers

506 -- conditions governing access

520 -- scope and content

546 -- language

 

3. Collection is open for access (or parts are restricted pending review)

 

4. Collection material is rehoused (if needed)

 

5. Assessment about collection’s future processing needs, or its research value, is completed and recorded.

 

Optimal:

 

6. Accessioning is tracked in Harvard Library shared tool (currently ArchivesSpace)

 

7. Finding aid created with DACS single level required elements

 

Must include elements:

 

Title

Creator (if known)

Identifier

Dates

Extent

Conditions Governing Access

Scope and Content Note

Language

Repository name and location

 

Processing

All collections and collection accruals are internally documented, discoverable online, and made open for research with use of efficient practices. Repositories create and maintain a method of tracking what collections need what processing work  and institute periodic reviews of processing priorities.

 

1. Processing plan created

   

Elements of processing plan include:

       

Collection title

Collection creator (if known)

Unique identifier (call number)

Dates

Extent (measured in linear or cubic feet and gigabytes, both start and end volume)

Description of content of material

Current arrangement of material

Collection complexity rating

Proposed processing level

Proposed arrangement

Start and end date of processing project

 

2. MARC record created (fields in BOLD are added to MARC record from accessioning)

 

Must include elements:

 

LDR -- bytes 7, 8 are coded as c and a

040 -- repository code

041 -- language code

1xx -- creator (if known)

245

(subfield a) -- title

(subfield d) -- date

300

(first subfield a) -- measurement of space taken up in either linear or cubic feet or digital space in gigabytes)

(second subfield a) -- parenthetical describing the containers

351 -- arrangement note

506 -- conditions governing access

520 -- scope and content

524 -- preferred citation

541 -- immediate source of acquisition (optional)

545 -- biographical or historical note

546 -- language

555 -- finding aids

561 -- custodial history/provenance (optional)

6xx -- access points

 

3. Finding aid created with required collection-level descriptive elements, access points, and with the appropriate description of subordinate components (series, subseries, files, etc) as determined by the assigned processing level.

 

4. Collection is open for access (or parts are restricted pending review) -- see Harvard Library access statements

 

5. Collection material is rehoused (if needed)

 

Optimal:

 

6. Finding aid added to and updated when user data suggests this would be useful




 

Assessment

Special collection repositories are able to report annually on the RBMS/SAA holdings metrics category 1 elements, processing outputs are tracked, and optimally some form of use and user data is tracked.

 

Required:

 

1. Number of titles managed as collections that are described online/discoverable

 

2. Number of titles managed as single items that are described online/discoverable

 

3. Physical space (in cubic or linear feet) and digital space (in gigabytes) occupied by titles managed as collections

 

4. Physical space (in cubic or linear feet) and digital space (in gigabytes) occupied by titles managed as single items

 

5. Processing output measured annually by repository

 

Optimal:

 

6. Counts and measures for collection material that is not yet described online

 

7. Counts of physical units held (volumes, sheets, audio cassettes, film reels, etc.) and of the containers (boxes, drawers, etc.) in which collection material is held

 

8. Locations of units

 

9. Processing priorities are locally maintained in a systematic way

 

10. Time spent processing processing is tracked

 

11. In collaboration with other departments within repository (if existent) a form of use and user data is captured

 

Communication

Access to archival material across Harvard Library is consistently communicated to all potential users both internal and external.

 

Required:

   

1. Use of one of the Harvard Library standardized access statements for each collection

 

Documentation

Special collections maintain and use locally devised documentation for repository specific processes.

 

Required:

 

1. Processing manual

 

2. Processing plan template

 

3. Control files