Preparing physical materials for storage involves the following steps:
Label and Barcode
Labelling and barcoding does not have to happen co-currently although it can. Often a box will be labelled at an earlier date, close to when it is transferred to the IASC and then barcodes will be added when the box is ready to be moved to storage.
Update Top Containers in ArchivesSpace
Update Top Containers in ArchivesSpace with barcode information and after boxes are moved update the location information.
Update HD Shipment Manifest
Once the boxes are barcoded and the ArchivesSpace resource records are updated, add the boxes to the manifest for the current month located on IASC’s Google Drive under Workflows/Processing/HD Moves/HD Shipment Manifest. The manifest will ask you to list the collection name, collection number, box number, box type, barcode, and current location for each box that is ready for off site shipment. Add your initials to the rightmost column so the Archivist for Collections knows who to contact if she has any questions.
Schedule a Move
Once a month or as appropriate, the Archivist for Collections will arrange to move boxes to the Harvard Depository. The moves are scheduled with YourMove through Atlas. See the Google Doc on Scheduling a Move for more detailed instructions.