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The first step in the process of providing access to a collection is to survey the collection and gather background information about it. A survey is a broad look at a set of materials, collecting both physical and intellectual attributes of the materials and aid in the planning of processing activities.

Surveying a collection or recent addition  consists of understanding how a set of materials comes to be in Distinctive Collections, as well as understanding what type of materials there are and their content and condition. This is a time to look and understand the materials before processing. Depending on the size and condition of the materials, and the experience of the processor, a survey may vary from a quick look at the content to a formal work plan or processing proposal.

While surveying, we may do any or all of the following:

• Research the creators, donors, related collections in the DDC, and content subjects

• Make initial notes on:

• Themes and groups of materials and their locations

• Materials that could be weeded

• Materials that might need to be sent back to the donor

• Where oversize and items needing reformatting are, including extent and carrier formats

• Preservation or conservation concerns

• Create a work plan

• Update accession record