SAMPLE ACCESSIONING WORKFLOW CHECKLIST

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ABP v.1.0_template_accessioning workflow checklist.pdf

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The following sample checklist, created by the University of Santa Cruz Special Collections & Archives (SCA), should not be considered prescriptive and is provided as one example of what a complete accessioning workflow could look like in practice. Not all elements of this example workflow will work for all institutions. Use the Best Practices guidelines to create a checklist that fits your environment.

Assess operational impact and capacity

For large/impactful collections only.

• Make a copy of and fill out the Operational Impact Estimator spreadsheet in OCLC’s Total Cost of Stewardship tool suite.

• Meet with relevant staff to assess acquisition in relation to processing priorities, digital project timelines, and other goals and commitments of SCA.

Transfer records and gain administrative and physical control

• Gift or transfer paperwork completed

• Accession record created in ArchivesSpace (ideally within 2 weeks of arrival). Required fields:

  • Title

  • Identifier

  • Accession Date

  • Content Description

  • Provenance

  • Retention Rule (if applicable)

  • Acquisition Type

  • Resource Type

  • Access Restrictions Note (if applicable)

  • Use Restrictions Note (if applicable)

  • Dates

  • Extents

  • Agents

  • Related Accessions (if applicable)

  • Instance(s) (including location)

  • Collection Management: Processing Status

• Agreement Signed OR Acknowledgement Sent event record created

• Collection boxed, numbered and shelved

If it includes born digital:

• Files transferred to Library server

• Capture event record created

• High-level post-transfer appraisal complete (if applicable)

• Extent recorded in gigabytes

• Digital Object Instance created (including location)

• Fixity report set up (if not prioritized for immediate processing)

• Carriers returned to collection

If it includes analog AV:

• Conduct item-level appraisal if not already completed

• Inventory AV at item-level in SCA Analog AV Log

Gain intellectual control and prepare for access

See Creating Resource Records in the Accessioning and Processing Manual for details.

• Resource record created. Required fields:

  • Title

  • Identifier

  • Level of Description

  • Resource Type

  • Language

  • Restrictions?

  • Dates

  • Extents

  • Agents

  • Subjects

  • Finding Aid Data: Finding Aid Status

  • Related Accession(s)

  • Collection Management: Processing Status

  • Notes:

    • Physical Location (if applicable)

    • Conditions Governing Access

    • Conditions Governing Use

    • Preferred Citation

    • Immediate Source of Acquisition

    • Scope and Contents

    • Processing Information

• Catalog record requested (ideally within 4 weeks of arrival)

• Catalog record created

• Cataloged event record created

If the collection is two linear feet or smaller, or if materials are uniform in format or arrangement and can be adequately described in a catalog record, processing stops here.

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