Appendix B. Best Practices At-a-Glance

This appendix consists of the compiled best practice recommendations in an abbreviated format that can be used as a pocket guide to accessioning. Please refer to the full text for each of the recommendations for explanations and more detailed guidance.

Section 1: Accessioning Workflow

BEST PRACTICE 1.1 ➤ Create and use a system to track accessioning work

GOING FURTHER 1.2 ➤ Systematically track accessioning labor and capacity

Section 2: The Collections File

BEST PRACTICE 2.1 ➤ Compile accessioning documentation and information in the collection file

Section 3: Selection and Appraisal

BEST PRACTICE 3.1 ➤ Involve accessioning staff early in the acquisition process

BEST PRACTICE 3.2 ➤ Document collections before acquisition or packing

BEST PRACTICE 3.3 ➤ Solicit source-provided description of potential acquisitions

BEST PRACTICE 3.4 ➤ Approach conversations about a source’s care of materials and personal digital practices with sensitivity

BEST PRACTICE 3.5 ➤ Create a plan to treat culturally sensitive materials with culturally responsive care

Section 4: Legal Agreement

BEST PRACTICE 4.1 ➤ Be clear and transparent in legal agreements about what will happen to materials after transfer

BEST PRACTICE 4.2 ➤ Consider the expertise and insights of staff responsible for the entire archival lifecycle during the negotiation process

BEST PRACTICE 4.3 ➤ Negotiate and execute a legal agreement before materials are physically transferred to the custody of an archives

BEST PRACTICE 4.4 ➤ Clearly identify restrictions

BEST PRACTICE 4.5 ➤ Clearly define intellectual property rights

ADDITIONAL CONSIDERATIONS ➤ Consider alternative permissions agreements

BEST PRACTICE 4.6 ➤ Advocate for reproduction and usage rights for the institution to protect and enable future work

BEST PRACTICE 4.7 ➤ Establish a policy for materials transferred without an agreement

BEST PRACTICE 4.8 ➤ Have a deaccession plan

BORN-DIGITAL BEST PRACTICE 4.9 ➤ Include born-digital materials in legal agreements

BEST PRACTICE 4.10 ➤ Establish a policy for accessioning collections on deposit

BEST PRACTICE 4.11 ➤ Clearly document shared stewardship arrangements

Section 5: Packing and Intake of Physical Collections

BEST PRACTICE 5.1 ➤ Pack collections in situ whenever possible

BEST PRACTICE 5.2 ➤ Pack only what is being acquired and appraise again while packing, if needed

BEST PRACTICE 5.3 ➤ Pack collections for safe transport

BEST PRACTICE 5.4 ➤ Reuse, recycle, and repurpose packing materials

Section 6: Receiving and Storage Environments

BEST PRACTICE 6.1 ➤ Designate a consistent location for new acquisitions

BEST PRACTICE 6.2 ➤ Storage for new acquisitions and accessioned materials should be secure, accessible, and environmentally stable

Section 7: Initial Physical Inspection and Assessment of Physical Materials

BEST PRACTICE 7.1 ➤ Review all received items as quickly as possible after receipt

BEST PRACTICE 7.2 ➤ Assign unique identifiers and track physical location

BEST PRACTICE 7.3 ➤ Dispose of or return unwanted items prior to accessioning

Section 8: Transfer, Intake, and Assessment of Born-Digital Materials

BORN-DIGITAL BEST PRACTICE 8.1 ➤ Select a transfer method suitable for the source and the needs of the content

BORN-DIGITAL BEST PRACTICE 8.2 ➤ Generate a file directory and checksum before transfer

BORN-DIGITAL BEST PRACTICE 8.3 ➤ Collect information on any encryption keys, passwords, and hardware needed to access born-digital materials

BORN-DIGITAL BEST PRACTICE 8.4 ➤ Use a dedicated file transfer utility to move digital materials to digital collections storage

BORN-DIGITAL BEST PRACTICE 8.5 ➤ Assess born-digital materials within a quarantined environment

BORN-DIGITAL BEST PRACTICE 8.6 ➤ Run a virus scan on born-digital materials

BORN-DIGITAL BEST PRACTICE 8.7 ➤ Use a write blocker when interacting with new collections

Section 9: Rehousing

BEST PRACTICE 9.1 ➤ House for stabilization

ADDITIONAL CONSIDERATIONS ➤ House with users in mind

GOING FURTHER 9.2 ➤ House in archival containers

BEST PRACTICE 9.3 ➤ Maintain original order during rehousing

Section 10: Preservation

BEST PRACTICE 10.1 ➤ Identify and document special formats and preservation concerns

GOING FURTHER 10.2 ➤ Perform minimal preservation interventions

GOING FURTHER 10.3 ➤ Separate and reroute audiovisual and born-digital media

BORN-DIGITAL BEST PRACTICE 10.4 ➤ Use consistent and standardized packaging practices and/or directory structures for digital files

BORN-DIGITAL BEST PRACTICE 10.5 ➤ Deposit digital files into designated storage for digital archival materials

BORN-DIGITAL BEST PRACTICE 10.6 ➤ Keep multiple copies of digital files

Section 11: Foundational Description

BEST PRACTICE 11.1 ➤ Create an accession record for each new collection and accretion as a standard part of the accessioning workflow

BEST PRACTICE 11.2 ➤ Create accession records promptly after receipt of materials

GOING FURTHER 11.3 ➤ Create accession records for legacy materials not yet documented in your system of record

BEST PRACTICE 11.4 ➤ Apply DACS principles to archival description created during accessioning

ADDITIONAL CONSIDERATIONS ➤ Strive to create a single-level description when describing materials during accessioning

GOING FURTHER 11.5 ➤ Create container lists, as well as more in-depth descriptions, as appropriate

BEST PRACTICE 11.6 ➤ Consistently document the presence of special formats in accession records

BEST PRACTICE 11.7 ➤ Strive to reuse existing information when describing an accession

BEST PRACTICE 11.8 ➤ Operationalize reparative description through accessioning

Section 12: Steps Toward Access

BEST PRACTICE 12.1 ➤ Consider description during accessioning as the foundation of an extensible processing program

BEST PRACTICE 12.2 ➤ Make descriptive information about accessioned materials available to users to the broadest extent possible

GOING FURTHER 12.3 ➤ Regularize “accessioning for access”

Section 13: Accessioning Labor Is Multifaceted

BEST PRACTICE 13.1 ➤ Treat accessioning positions as skilled, professional labor

Section 14: Best Practices for Creating Accessioning Positions

BEST PRACTICE 14.1 ➤ Create permanent positions

GOING FURTHER 14.2 ➤ Advocate for positions with guaranteed protections and growth opportunities

BEST PRACTICE 14.3 ➤ Clearly define the scope of work in job descriptions

BEST PRACTICE 14.4 ➤ Manage expectations for productivity

BEST PRACTICE 14.5 ➤ Advocate for the institution’s accessioning program

ADDITIONAL CONSIDERATIONS ➤ Look outside the box to demonstrate accessioning labor and success to stakeholders

BEST PRACTICE 14.6 ➤ Provide opportunities for professional development and skill enhancement

ADDITIONAL CONSIDERATIONS ➤ Encourage contributions to the field

Section 15: Partnerships in Accessioning

BEST PRACTICE 15.1 ➤ Empower the accessioner

BEST PRACTICE 15.2 ➤ Define internal and external partnership responsibilities

Section 16: What is an Accession Record?

BEST PRACTICE 16.1 ➤ Identify who is responsible for creation of the accession record

BEST PRACTICE 16.2 ➤ Avoid editing existing accession records

BEST PRACTICE 16.3 ➤ Be transparent about unknown information