Initial Survey

Introduction

After completing their background research, the processor will survey the accession(s) that comprise the processing project. Some important survey guidelines are listed below:

The survey should provide a bird's eye view of the entire processing project, and so will involve only a quick scan of the physical containers or file directories. Processors should therefore strive to spend 10-15 minutes on each container or major file directory. Disorganized or challenging material may take longer to review.
No physical arrangement or re-arrangement should occur during this process. If the processor uncovers evidence of misfiled items, or notices important patterns across multiple boxes, they should just make a note of it.
When working with hybrid accessions, start with whatever portion (analog or digital) is largest. The larger portion will likely provide much more important contextual information and help the processor better understand the smaller body of records.
Flag or otherwise note important and interesting material during the survey to facilitate later processing. Flags can indicate removable media that was not documented in an accession record (using these flag template (public link) or helpful biographical and/or administrative information, such as organizational charts, oral histories, CV's, etc.

Documenting the Survey

During the survey, the processor will need to take notes on the characteristics of the project material. A downloadable survey template document has been provided below, although processors are encouraged to use whatever tool works best for them.

Regardless of the tool used, processors should take notes on the following:

The approximate date range of the material, including any bulk dates.
The forms and formats of the material, including anything that may require special care or storage (e.g. analog audiovisual items, bound volumes, oversize drawings or maps, photographic material, etc.).
Notable subjects or topics documented in the material.
The material's received arrangement, including the arrangement of folders or digital directories (e.g. alphabetical, topical, chronological) as well as distinct groupings within or across containers.
The original housing quality of the material, which could range from the material having perfect archival folders and boxes, for example, to material being completely scattered within a box. Good quality original containers can often be reused.
The accuracy of file names, folder labels, or other donor-supplied information. Folders with accurate file names or folder labels often do not need to be replaced. Additionally, accurate donor information can often be repurposed when creating archival description.
Any conservation issues, such as the presence of mold, crumbling paper, deteriorating photographic or film material, pest or water damage, or any other conservation issues (see footnote 1 for more information). If the processor encounters particularly severe conservation issues during the survey—such as active mold or pest infestations review this site's Conservation page (public link) for instructions on what to do.
Any digital preservation issues, which could include (but not limited to) the condition(s) of removable media (e.g., is the media scratched, bent, sticky, or damaged in any other way?); if special software is needed to open, render, and/or review files; and whether or not the files contain a noticeable amount of sensitive information that was missed when the material was acquired. If the processor has additional questions about actual or potential digital preservation issues encountered, they should contact the Archivist for Digital Curation.
The presence of any sensitive or restricted material.
Any other relevant information, including but not limited to:
- Any noticeable discrepancies, such as information or material that is noted in an accession record, but which appears to be missing from the material (or vice versa).
- Material with low value that are candidates for separation.
- If special archival supplies, such as oversized boxes, will need to be ordered to complete the project.

Survey Template (public link)

survey-template.xlsx

Footnote(s)

Footnote 1: Another useful tool to determine potential preservation issues, especially for architectural and photographic material, is the Preservation Self-Assessment Program's Collection ID Guide (public link).