Overview
General Overview
Collections management tasks can occur at any stage of the archival work cycle and can include one or more of the following tasks:
Preparing Separations for Disposition
Depending on the stipulations in the gift agreement, separated material can either be destroyed or returned to the donor. See this decision-making guide for more information on how to locate separations (internal link).
Processors will then need to follow the workflow described in the "Separations" checklist on the Checklist templates card on the Processing Team Trello board (internal link) once the separated material has been separated.
Populating Donor Files.
Field and processing archivists will add a variety of documentation to donor files over the course of their work. These kinds of documentation include, but are not limited to:
Printed accession records that document the material brought into the Bentley.
Correspondence with donors, including summaries of correspondence between field archivists and donors.
Gift agreements and addenda.
Signed interview release forms.
Physical and digital inventory lists, such as box-level inventories.
Separation records.
The field or processing archivist should add the donor number to the upper-right hand corner of the document being placed in the donor file if that number is not present on the documentation itself. This will reduce the chance that documents misplaced in other donor files.
Notifying the Field Archivist(s)
Once a processing project has been completed and any separated material has been removed to the appropriate place(s), the appropriate field archivist(s) should be notified.