Archival processing, frequently referred to as simply processing, is the arrangement, description, and housing of archival materials for storage and use by patrons. This is done by professional librarians, archivists, and library staff. Electronic records have a unique challenge because their maintenance and access must also include systems technicians. The length of time that it takes a donation to be processed and accessible depends on several factors (staff size, resources, the size of the collection, and its place in the queue), which may result in materials not being available to researchers for several years. Ultimately, archival standards and principles are followed to ensure the proper arrangement and preservation of records in the hope that they will remain accessible long after we are all gone.
Creation of a finding aid is completed during the processing phase. This is the document that researchers will use to discover information. The finding aid contains information about the collection such as provenance, scope and organization notes, and a series or folder level inventory of the contents.
To best preserve the paper materials, we remove non-archival fasteners and holders (paper clips, staples, rubber bands, plastic protectors, etc.) and store the materials in acid-free boxes and folders. We then create a publicly accessible, relatively detailed list of what lives in which box.
NIU’s library is currently beta testing preservation of RBSC digital archive records. Digital objects are currently backed up on two external hard drives and the central campus servers. Once the preservation system is fully configured, those files will be transferred into the system, and the appropriate metadata (descriptive information to help with searching) added. Access to digital records not protected by copyright law or donor placed restrictions can be given on the computer in the RBSC reading room. Access much be prearranged to your visit.