The Process of Accessioning Materials

1. The Process of Accessioning Materials South Dakota State Archives 900 Governors Drive Pierre, SD 57501 (605) 773-3804 archref@state.sd.us http://history.sd.gov

2. Overview • What is Accessioning? • Why is all of this important? • How things are done at the State Archives • Donation Form • Entry Log • Space & Storage Issues • Accession Form • Series Level Description • Databases / Collection Management • Security Issues • Survey of Collections • Policy & Procedure

3. What is Accessioning? • The process of having individual or organization records, donated and transferred legally from an individual or organization into your collection. • Accession Record: A document, signed by the donor, specifically detailing what is being transferred by the owner to your collections. • Agreement between the donor and your organization • How their stuff becomes your stuff! • Just because it is here, does not mean you own it or can use it!

4. Why is all of this important? Part I • System to Accept, Arrange, and Describe Collections • You can’t add things as soon as they come in, the same day • Process of collecting from front door to final location • Guide for Potential Users/Future Employees • Description of Collection • Creating Information about Collection • Understanding of what is in Collection • Sets a Standard for what will be Accessioned and what will not. • Keeper vs. Selector • Collections to be Preserved, but also Used • The Art of an archives is being able to find things easily • No one can use your stuff, if you can’t find it

5. Why is all of this important? Part II • Who owns collection? • Physical • Intellectual • Donated does not always mean Donated….. • The donor knows what is expected with donation! • You become responsible for collection! • No Grey Area – Black and White • Viewed as beingProfessional • May attract more Donations/ Word of Mouth • Don’t want a Negative View of your institution • Who will be in charge 20,50,100years from now? • Create less of a headache for them • Nothing to Something/ Something to Nothing

6. Donation Form • Includes • Name/Address/Phone/Email • Description of Item • Returned/Discard/Other • Sign & Date • The Fine Print • What Does this mean? • Not Final Contract • Initial Agreement • Information on Collection/ Introduction to Donation • Bureaucracy at Work! • Need to know what is coming in! • And who made the donation! Donor Form

7. Entry Log • Includes • Database of Donated Materials, plus…… • Entry Log # (Separate from Accession #) • Entry Log Location separate from Final Location • Received/Unprocessed v. Collected/Processed • Date, Donor Name, Address, Description, Size, Acknowledged, et al. • Others know what is going on with collections! • Keep track of past donations/collections • What level of processing has the collection undergone • List of people with an interest in your institution! Thank You Letter Entry Log

8. Space & Storage • Types of Space (3) • Donated Materials Space • Processing/Work Space • Collections/Processed Space • Types of Collections • Processed & Unprocessed • Accessioned & Non-Accessioned • You need a separation of Space • Be mindful of Temperature & Humidity • Know what is where!

9. Review – To This Point! • Donor Form • Thank You Letter • Entry Log • Shelf Location • Staff/Volunteers Know What’s What!

10. Accession Form • Accession Number ((H20XX-00X)) • Donor Information • Collection Information • Donor Signature • Organization Signature/s • Restrictions and/or Accretions • Restriction on Use and/or Access? • Paper, Paper, Paper Accession Record Donor Read & Sign

11. Series Level Description • Series Level vs. Item Level Description • “Can’t See the Forest for the Trees” • “Big Picture” of a Collection • Volume & Diversity of Collections • Researchers Know Scope of Collection • Not each Item….the collections Content • Over Processing/ Under Accessioning • MPLP – More Product, Less Processing • Trim down backlog • What do researchers want? • Can do item level processing later/ if needed • A series is a defined group of records based on a file system or maintained as a unit because the records result from the same function or activity, have a particular form, or have some relationship based on their creation.

12. Series Level Description • Series Description Examples • Autobiographies • Brochures • Budgets • Correspondence • Diaries • Drawings • Films • Histories • Interviews • Journals • Laws • Letters • Manuals • Maps • Memoirs • Minutes • Newsletters • Oral Histories • Photo Album • Photographs • Presentation • Proclamations • Reports • Rules • Scrapbooks • Speeches

13. Databases/Collection Management • Main Databases • Mss/ Gov • Secondary Databases • Photos/ Maps/ Serials/ etc. • Electronic vs. Paper Copy • Accession Files (Archivist Only) • Correspondence/ Paperwork/ Accession Forms • Donor Cards • Back to Entry Log Updated Entry Log • Overkill??

14. Security Issues • Collection Area Access • Who can get what? • Patrons in Physical Contact with Collections • Who has access to Databases & How? • Collections - Not a Revolving Door!! • Daily Sign in Sheet • Rules • What is one-of-a-kind, What is not?

15. Survey of Collections • What Do You Have? • Where Is It? • What Needs Preservation Work? • What Don’t You Need More Of? • What Can You Get Rid Of? • Institutional Memory Mock Survey Form

16. Policy & Procedure • Mission Statement • What You Do • Collection Policy • What You will take/not take • Fee Schedule • Create some income

17. Accession Example • Collecting Process • Donor Contact/ Form • Entry Log/ Thank You Letter • Unprocessed Collection Location • Accession Process • Accession Form/ Collection Paperwork • Entry Log Update • Update Databases • Processed/Final Location

18. Review • What is Accessioning • Why is all of this important? • Donation Form • Entry Log • Space & Storage • Accession Form • Databases / Collection Management • Security Issues • Survey of Collections • Policy & Procedure

19. The Process of Accessioning Materials South Dakota State Archives 900 Governors Drive Pierre, SD 57501 (605) 773-3804 archref@state.sd.us http://history.sd.gov