Shipping Processed Collections

This section details the workflows to ship processed collection materials to their permanent storage location. Before a collection is shipped it must be cataloged. See the Creating Catalog and EAD Records section of this documentation for detailed instructions.

Table of Contents

Boxes, Folders, Tubes, and Volumes

Once a collection is ready to ship, your supervisor will move the collection’s Trello card to the correct shipping queue in the Processing Projects Trello Board. You should add a note to the description field of the Trello card indicating the total number of boxes, folders, tubes, and volumes. If the collection is going to more than one location, your supervisor will make a copy of the Trello card and add it to that location’s queue. Please also update the description of this card.

Shipping logistics are managed by Collection Management and the Registar’s office. When your collection is ready to ship, you should place all the containers on the outgoing shelves in the stacks, on the barcoded shelves in room 202, in the map cases, or leave them on a cart near your desk. Just make sure you update the locations in SPEC to reflect where you have shelved your collection. Collection Mangement reach out to you with any questions. Be sure to communicate if there are any restrictions or requests from curatorial staff.

Audio and Moving Image Content

This section details what to do with AMI once it is processed, and breaks down the various scenarios you may encounter. The workflow can vary based on the AMI’s digitization status, division, and origin.

ReCAP Recalls

If the AMI in your collection was at ReCAP when you started processing your collection and recalled by Collection Management, then you should coordinate with Collection Management to return the AMI to ReCAP.

Schomburg AMI Separations

For all AMI found in Schomburg collections, contact Collection Management to coordinate. They will handle accessioning, re-housing, and shipping.

Berg Division AMI

Coordinate with Collection Management and your supervisor to send the media to the division.

AMI From Processed Collections Housed in Temporary Boxes (Cataloged Collections)

1. Make a copy of your collection’s trello card and add it to the Processed AMI queue. The Manager of Audio and Moving Image Description will automatically be added to the card.

2. Add a label indicating the collection’s digitization status: fully digitized, partially digitized, or not digitized.

3. Put the boxes on the designated shelves in the stacks.

4. Update the location of the temporary boxes in SPEC.

5. Comment on the AMI’s trello card in the Processed AMI queue and tag the Manager of Audio and Moving Image Description in the comment. In your comment, indicate that the collection is cataloged.

AMI From Processed Collections Housed in Temporary Boxes (Uncatalogued Collections)

1. Make a copy of your collection’s trello card and add it to the Processed AMI queue. The Manager of Audio and Moving Image Description will automatically be added to the card.

2. Add a label indicating the collection’s digitization status: fully digitized, partially digitized, or not digitized.

3. Put the boxes on the designated shelves in the stacks.

4. Update the location of the temporary boxes in SPEC.

5. Comment on the AMI’s trello card in the Processed AMI queue and tag the Manager of Audio and Moving Image Description in the comment. In your comment, indicate that the collection is NOT cataloged.

6. Once you catalog the collection, tag the Manager of Audio and Moving Image Description in a new comment indicating that the collection is now cataloged.

AMI From Processed Collectione with Only a Few AMI Items

1. Copy your collection’s trello card and add it to the Processed AMI queue.

2. Add a label indicating the collection’s digitization status: fully digitized, partially digitized, or not digitized.

3. If the AMI will not fill an entire box, place AMI together in the trays provided in the stacks.

4. Update the loaction(s) of the item(s) in SPEC.

5. Comment on the AMI’s trello card in the Processed AMI queue and tag the Manager of Audio and Moving Image Description in the comment. In your comment, indicate whether or not the collection is cataloged.

AMI Already in Media Originals boxes (except Berg)

Email the managager of Audio and Moving Image descritption to coordinate ReCAP shipping.