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University of California, Irvine
Department of Special Collections and ArchivesAccessioning Manual for
Archival and Manuscript Collections
Created: June 29, 2011, by Dawn Schmitz
Updated: September
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How to fill out archival accessioning manual
To fill out an archival accessioning manual, follow these steps:
01
Begin by gathering all relevant information about the collection being accessioned. This may include details such as the collection's title, creator, date range, and content description.
02
Next, create a standardized accession number for the collection. This unique identifier will help in organizing and locating the collection in the future.
03
Record the physical condition of the collection. This involves noting any damages, missing items, or preservation concerns. It is important to document these details for proper care and conservation.
04
Write a comprehensive inventory of the collection. List down every item or file present in the collection, along with relevant details like titles, dates, and formats. This inventory will serve as a reference for researchers and archivists.
05
Provide a detailed description of the collection's content. This includes summarizing the subject matter, themes, and significance of the materials. It is crucial to capture this information accurately to facilitate research and access.
06
Add any additional notes or remarks that may be useful for future reference. This could include information about the provenance, related collections, or any restrictions on access or use.
07
Finally, ensure that all the required fields in the archival accessioning manual are completed and reviewed for accuracy. The completed manual will serve as a vital record for the collection and its management.
7.1
Archival accessioning manuals are essential for anyone involved in managing and maintaining archival collections. This includes archivists, librarians, museum curators, records managers, and researchers.
7.2
Archivists: Accessioning manuals are key tools for archivists, helping them document and organize collections, ensure proper preservation practices, and provide access to researchers.
7.3
Librarians: Libraries often manage special collections or archives, and accessioning manuals assist librarians in effectively cataloging and making these collections accessible to library users.
7.4
Museum curators: Curators responsible for archival collections within museums rely on accessioning manuals to track and document items, manage loans, and provide information for exhibitions.
7.5
Records managers: Accessioning manuals play a crucial role in records management, assisting professionals in maintaining accurate inventories, tracking record retention schedules, and ensuring compliance with legal and regulatory requirements.
7.6
Researchers: A well-maintained and comprehensive archival accessioning manual serves as a valuable resource for researchers, allowing them to locate and access collections pertinent to their study or interests.
In summary, anyone involved in the management, preservation, and access to archival collections can benefit from having an archival accessioning manual. It serves as a guide to accurately document and organize collections, facilitate research, and ensure the long-term preservation of valuable historical materials.
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What is archival accessioning manual?
Archival accessioning manual is a document that provides guidelines and procedures for acquiring and documenting new collections or records for an archival institution.
Who is required to file archival accessioning manual?
Archivists and staff members responsible for managing collections are required to file archival accessioning manual.
How to fill out archival accessioning manual?
To fill out archival accessioning manual, archivists need to follow the outlined procedures in the manual, including recording information about new acquisitions and ensuring proper documentation.
What is the purpose of archival accessioning manual?
The purpose of archival accessioning manual is to maintain consistency and accuracy in the acquisition and documentation of new records or collections.
What information must be reported on archival accessioning manual?
Information such as the donor or source of the collection, date of acquisition, description of materials, and any restrictions or special considerations must be reported on archival accessioning manual.
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