Processing documents

Overview

This is a complex topic with many variables. In general, the process goes like this:

1. Documents make their way to the Museum.
   1. They might be a new donation, in which case we ask the donor to fill out a Donation Form to begin the process.
   2. They might already be in Museum’s possession.
      1. In some cases, they were formally donated, processed, and accessioned, but need proper digitization, filing, and storage.
      2. They might have been discovered in the Museum’s possession with no record of origin. Our collection management policy defines our process for taking legal ownership and entering them into our collection.
      3. They might be in a mixed collection in which some documents are recorded but others are not.
2. Document is evaluated for suitable fit for the Museum collection, based on the collection management policy. Unsuitable documents are disposed of following policy procedures, after a series of approvals from the Director and Board.
3. Suitable documents are given an official identification number. At GHM, these are all Accession Numbers.
   1. Note that only the director or registrar may create official identification numbers.
   2. The director or registrar might provide a higher-level identification number for a group of documents, and authorize someone else to create the item-by-item numbers.
4. Document groups are evaluated for best order, respecting archive principles of original and natural order.
5. Archive storage box is assigned or created; folders are labeled; documents are numbered (if necessary) and filed.
6. If the group is a new Omeka collection, the new item set is created.
7. Each individual document is then processed:
   1. document is scanned;
   2. Omeka item record is created and assigned to the collection;
   3. scans are attached to record;
   4. If appropriate, transcription is created and attached to record.
8. If a library facsimile is being created, scans are printed and prints added to the library binder.
   1. Each scan is carefully noted with number and placed in the binder in accordance with filing order.
   2. The binder should be a proxy for viewing the collection box: all items in the box have prints in the binder, and in the same order.
   3. The binder should be given a copy of the box label and should have a clear link to the Omeka finding aid (collection home page); in most cases, a printout of the finding aid should be included at the front of the binder.