How to Proceed

A Procedures Manual for the Southern Historical Collection and General Manuscripts University of North Carolina at Chapel Hill

Revision History

TABLE OF CONTENTS

Introduction

• Who We Are
• What We Do
• Basic Premises
• Overview of Processing
• How to Use This Manual

Preparing to Process

• Preliminary Research and Survey
  • Where to Begin
    • Administrative History
    • Historical Context
  • The Survey
    • On the Lookout
    • Taking Note
• Writing a Processing Plan

Arranging

   *Basic Premises
         **If It Ain't Broke, Don't Fix It
         **Relative Research Value
               ***Priority Level
               ***Processing Levels
   *The Break Down
         **Type/Format Arrangements
         **Activity/Function Arrangement
         **The Twain Shall Meet
         **The One and Only, Part I
         **Subgroups
         **Series and Subseries
         **Sequence of Series
         **Files and Items
         **Separated Material
   *Chunking It Out
   *Control
         **Collection-level control
         **Series-level control
         **File-level control
         **Item-level control
         **Multiple control levels
   *Where Should I Put It?
         **Correspondence
         **Writings
         **Financial and Legal Materials
         **Subject Files
         **Research Notes
         **Printed Material/Clippings
         **Other Materials
         **Volumes
         **Pictures
         **Audio/Film/Video/Microform/Electronic Media
         **Museum Items
   *Additions

• 3.1. Basic Premises
  • 3.1.1. If It Ain't Broke, Don't Fix It
  • 3.1.2. Relative Research Value
    • 3.1.2.1. Priority Level
    • 3.1.2.2. Processing and Control Levels
• 3.2. The Break Down
  • 3.2.1. Type/Format Arrangements
  • 3.2.2. Activity/Function Arrangement
  • 3.2.3. The Twain Shall Meet
    • 3.2.3.1. The One and Only, Part I
    • 3.2.3.2. Subgroups
    • 3.2.3.3. Series and Subseries
      • 3.2.3.3.1. Sequence of Series
    • 3.2.3.4. Files and Items
  • 3.2.4. Where Should I Put It
    • 3.2.4.1. Correspondence
    • 3.2.4.2. Writings
    • 3.2.4.3. Financial and Legal Materials
    • 3.2.4.4. Subject Files
    • 3.2.4.5. Research Notes
    • 3.2.4.6. Printed Material/Clippings
    • 3.2.4.7. Other Materials
    • 3.2.4.8. Volumes
    • 3.2.4.9. Pictures
    • 3.2.4.10. Audio/Film/Video/Microform/Electronic Media
    • 3.2.4.11. Museum Items
    • 3.2.4.12. Additions

4. Describing

• 4.1. The "Typical" Finding Aid
  • 4.1.1. Header and Contact Information
  • 4.1.2. Descriptive Summary Including Abstract and Online Catalog Terms
    • 4.1.2.1. Title
    • 4.1.2.2. Creator
    • 4.1.2.3. Extent
    • 4.1.2.4. Repository
    • 4.1.2.5. Abstract and Online Catalog Terms
    • 4.1.3. Administrative Information
      • 4.1.3.1. Access
      • 4.1.3.2. Usage Restrictions
      • 4.1.3.3. Provenance/Acquisitions Information
      • 4.1.3.4. Processing Note
      • 4.1.3.5. Items Separated
      • 4.1.3.6. Related Collections
  • 4.1.4. Biographical or Historical Note
  • 4.1.5. Collection Overview
  • 4.1.6. List of Series
  • 4.1.7. Series Descriptions
    • 4.1.7.1. The One and Only, Part II
    • 4.1.7.2. Correspondence
    • 4.1.7.3. Writings
    • 4.1.7.4. Financial and Legal Materials
    • 4.1.7.5. Subject Files
    • 4.1.7.6. Research Notes
    • 4.1.7.7. Printed Material/Clippings
    • 4.1.7.8. Other Materials
    • 4.1.7.9. Volumes
    • 4.1.7.10. Pictures
    • 4.1.7.11. Audio/Film/Video/Microforms/Electronic Media
    • 4.1.7.12. Museum Items
• 4.2. Atypical Finding Aids
  • 4.2.1. Additions
    • 4.2.1.1. Separately Maintained Additions
    • 4.2.1.2. Additions to Collections That Have Been Microfilmed
  • 4.2.2. Intentionally Assembled Collections
• 4.3. Finishing the Finding Aid

5. Housing and Preserving

• 5.1. Preservation and You
  • 5.1.1. Consciousness Raising
  • 5.1.2. Preservation/Conservation
• 5.2. Procedures
  • 5.2.1. Outside Assistance
    • 5.2.1.1. Removing Items for Conservation Treatment
  • 5.2.2. What You Can Do
    • 5.2.2.1. Unfolding/Unrolling/Humidification/Flattening
    • 5.2.2.2. Removing Fasteners
    • 5.2.2.3. Handling Highly Acidic Materials
    • 5.2.2.4. Housing and Labeling
    • 5.2.2.4.1. Boxes
    • 5.2.2.4.2. Folders
    • 5.2.2.4.3. Items Separated

6. Finishing the Job

• 6.1. Location Table
• 6.2. Feng Shui Your Workspace; Or, Getting Rid of the Detritus

Appendices

• Sensitive Materials Processing Guidelines
• Technical Services Stylesheet
• Materials Not Appropriate for Retention
• DACS Annotated Finding Aid

Ready Reference: How To...

• Annotate
• Chronologize correspondence
• Humidify and Flatten
• Make Box Labels
• Preservation Photocopy
• Research People in the North Carolina Collection
• Microfilm
• Remove Items for Conservation
• Write Collection Overviews and Abstracts
• Write Series Descriptions