> For the complete documentation index, see [llms.txt](https://accessioning.gitbook.io/archival-accessioning-best-practices/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://accessioning.gitbook.io/archival-accessioning-best-practices/appendices/appendix-d.-templates/sample-accessioning-workflow-checklist.md).

# SAMPLE ACCESSIONING WORKFLOW CHECKLIST

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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](https://www.oclc.org/research/publications/2021/oclcresearch-total-cost-of-stewardship-tools-suite.html).
* [ ] 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.*

***