Q No.

1: Starting and archival program involves two major archives conducting a survey and
establishing basic policies. Develop a survey plan along with basic policies and structures for the
nascent archives?

Ans: Surveying will give us a broad overview of the planning of processing archives. The Surveying
and Processing Plan Worksheet (given at the end of the question) can help us with these tasks,
especially for larger archives. Make sure to work with the Processing Archivist during the planning
process.

Following steps can be useful for conducting survey.

i. Examine Existing Descriptive Information and/or Access Tools

ii. Examine the Physical Collection
iii. Some Important Tips
i. Examine Existing Descriptive Information and/or Access Tools

You should gather all known descriptive information and/or access tools available for the collection
being surveyed (check with the Curator/Archivist, physical case file, and in Archivists’ Toolkit).
These may include: donor agreement forms, accession records, catalog records, preliminary
inventories, finding aids, vendor’s description, etc. Look for and take notes on the following types
of information, often included in administrative documents (the curator will likely have much of
this information):

• Where did the collection originate? Who created the documents?

• Was the collection donated or purchased?
• Who donated/sold the collection?
• When was the collection acquired?
• Why was the collection acquired?
• What is included in the collection?
• How much was included, size-wise? (linear footage, container count, size of digital files)
What types of material are included?
• Is there biographical information on the creator available?
• Are there any restrictions on access, usage, or copyright?
• What are the primary subjects documented?
• Where the collection is physically located?

Any or all of this information will aid in surveying. While some information, if identified, can be
used to automatically populate certain survey fields (i.e. donor, collection or accession number(s),
collection creator, etc.), other information will generally assist in the completion of a more thorough
survey. For example, an existing description of what was donated or a preliminary collection
inventory will help determine whether you have located the collection in its entirety or, conversely,
that components of the collection are missing. Biographical and historical information identified
on the collection creator will later help in writing the biographical/historical note.

ii. Examine the Physical Collection

Do not move anything yet! In this step processors simply review the physical collection, making
sure that the entire collection is accounted for.
• Count boxes and volumes (books)/items, comparing what you find to what the existing
documentation suggests should exist. If there seems to be more or less associated with the
physical collection than recorded in the existing documentation, processors should
immediately consult with a Curator/Archivist.
• Review the existing container labels. There may be useful information regarding container
contents, accessions or donors, the type and quantity of materials in the containers, etc. This
information may prove helpful in establishing the collection’s arrangement.
• Open containers to review the contents, noting whether existing container labels are
accurate. Compare and contrast what you find in the collection with what was identified in
the processing plan documents. Make note of any discrepancies and make note of additional
materials, topics, genres, or highlights identified. If anything appears to be missing,
processors should contact their supervisor immediately.
• Identify existing groups of related materials; these groups will likely become the basis for
the collection arrangement.
• Place new, temporary labels on boxes, indicating to which group of records the contents
appear to belong.
• Using the information from the new box labels, establish a list of potential series and
subseries into which the collection may be arranged. Compare the list with what was
identified in the processing plan. If the two lists match, processors may notify their
supervisor that they are ready to move on to the next step. If the lists do not match,
processors should notify their supervisor for further discussion.

iii. Some Important Tips

i. Surveying is part of a long term collections management strategy - a collection

surveyed today, may not be processed for many years. Leave NO worksheet field
empty! If a particular field is not necessary or does not apply to a particular collection,
write "n/a" in the blank space. It will be clear, later, that the field was left blank
intentionally. Future archivists will be confident that the survey is complete and does
not need to be repeated.
ii. When reviewing the collection, careful attention should be paid to container labeling.
Container labeling can be very helpful in understanding the collection. Be sure to
compare containers and their contents with existing descriptive information, noting if
labels are accurate, if anything is missing, or if additional material exists.
iii. Much of this information is administrative and may be obtained from existing
descriptive documentation. The descriptive documentation should be compared and
contrasted with the physical collection and vice versa; surveyors should record
discrepancies in the survey.
Title of Collection: Click here to enter text.

Date of survey: Click here to enter text.

Surveyor(s): Click here to enter text.

Creator of Collection: Click here to enter text.

Collection Dates: Click here to enter text.

Accession Number: Click here to enter text. Collection Number: Click here to enter text.

Acquisition Type: Click here to enter text.

Source of Acquisition: Click here to enter text.

Deed of Gift: ☐Yes ☐ No Date of gift/acquisition: Click here to enter text.

Curatorial Area: Click here to enter text.

Collection Summary: Click here to enter text.

Give a brief account of the

types of materials included
and the topics covered.

Extent:
# Linear feet

Note size of collection and # Number of records cartons # Number of oversized boxes
explain any unusual
circumstances. # Number of volumes (unboxed)

# Number of items (unboxed)

# Oversized material (in flat files or otherwise unboxed)

Notes: Click here to enter text.

Location(s) of Collection: Click here to enter text.

Existing Click here to enter text.
Arrangement
or

Description:

Describe any
arrangement
already in
place.
Existing
Intellectual None ☐ Print or online guide (finding aid)
Access or
Description: ☐ Catalog record

☐ Box/folder level inventory

Check all
that apply. ☐ At least one of these documents is
Explain as publicly accessible
necessary. Notes: Click here to enter text.
Be sure to
note
whether or
not any of
the
information
is publicly
available.
Languages Click here to enter text.
in the
Collection:

Restrictions Click here to enter text.

to Collection
or Sensitive
Material:

Note any
restrictions
in place or
sensitive
material
identified by
the donor or
during the
survey (e.g.,
Social
Security
numbers,
student
records,
etc.).

Special
Formats:
☐ Architectural drawings ☐ General oversized

☐ Art originals ☐ Computer storage units

Check all
that apply.
Add ☐ Artifacts ☐ Film (negative, slide, microfilm, etc.)
additional
information ☐ Audio/Visual material ☐ Glass
about special
formats as
necessary.
 ☐ Biological Specimens ☐ Photographs

☐ Botanical specimens ☐ Other:

Notes: Click here to enter text.

Conservation and
Preservation: ☐ Mold ☐ Tape

☐ Recent pest damage ☐ Thermofax paper

Note any issues relating to
conservation and ☐ Excessive dirt / dust ☐ Damaged binding(s)
preservation. Note whether
the collection appears ☐ Brittle paper ☐ Newspapers
stable or if it requires
immediate attention. ☐ Metal fasteners ☐ Water damage

☐ Deteriorating film base ☐ Other:

(nitrate or other)

Notes: Click here to enter text.

Appraisal and Disposition Click here to enter text.

Decisions:
Level of Processing
Desired: ☐ No processing needed

☐ Collection level
What does this collection Description: Includes a collection level record in EAD; no other action taken.
need to make it accessible
to researchers? Will a Arrangement: As is.
good collection level Preservation: Rehoused only if unserviceable in current housing. Check for mold,
record be enough? Or is pests, and nitrate film.
more detailed arrangement
and description required?
☐ Series level
Description: Collection level record and finding aid with series/subseries list.
Described at the series/subseries level with information about their location in
boxes.

Arrangement: Put series and boxes and/or volumes into rough order.

Preservation: Replace damaged boxes; house items or folders found loose on

shelf; tie up damaged and/or unboxed volumes with book tape. Check for mold,
pests, and nitrate film.

☐ Folder level (UF Standard) (4-6 hours per linear foot)

Description: Collection level record and finding aid with folder list.

Arrangement: Put series and folders or volumes in order within boxes. DO NOT
order material within folders.

Preservation: All unbound materials should be in archival boxes in order to

arrange series groupings; most documents refoldered into archival folders; tie up
damaged volumes or place in boxes. Check for mold, pests and nitrate film.

☐ Item level (8+ hours per linear foot)

Description: Collection level record and finding aid with folder and/or item list.
Item level processing is almost always only associated with traditional processing.

Arrangement: Put series and folders or volumes in order within boxes and on the
shelf. Records are arranged within folders.

Preservation: All preservation work normally associated with traditional

processing is completed, including removal of metal fasteners, rubber bands, and
unfolding documents.

Notes: Click here to enter text.

Proposed Arrangement Click here to enter text.
and List of Series:

Note the series likely to be

used during processing.

Provide explanation for

suggested series and
subseries, as necessary.
Supply needs: Boxes:
# Record cartons

# Document boxes (legal)

Estimate the supplies
needed to fit the type of (generally, all collections are housed into legal size folders/boxes)
processing planned.
# Document boxes (letter)

# Oversized (note dimensions):

Provide an explanation for
supply needs, as necessary.
# Custom (note dimensions):

# Other: Click here to enter text.

Folders:
# Legal (generally, all collections are housed into legal size folders/boxes)

# Letter

# Other: Click here to enter text.

Other supplies:
# Mylar sleeves

# Book tape

# Other: Click here to enter text.

Notes: Click here to enter text.

Budgeting Notes: Click here to enter text.

List here notes on

processing hours (based
on collection size and
processing level) and any
other concerns regarding
time and cost.

Additional Notes: Click here to enter text.

Include a brief description

of anything processors
ought to know about the
collection.

Highlight things about the

collection that make it
difficult to use or
understand in its current
state.