OUT DATED - NEEDS UPDATING: New process to be evaluated
Final Processing of Digitization Projects
Tuesday, February 03, 2009
Present: Melissa Feiden, Amy Martin, Christine Moulen, Craig Thomas, and Beverly Turner
Archives would like a due diligence pass at collections that were MIT produced, digitized and ingested into DSpace, and up for withdrawal from the library. Today's meeting focused on three collections that meet these conditions: Sloan Working Papers, 2000 items, Communications Forum, 145 items, and CEEPR, 95 items all of which are in Dewey. These processes could be applied to future collections that meet the same conditions in any MIT Library. It was decided that once the collections had been digitized they would be available for Archives' to review. Depending on the size of the collection the steps involved in this process will change. Below are the steps as they apply to different sized collections:
Communications Forum (& possibly CEEPR papers)/Small collections-
- Document Services will send the items directly to Craig Thomas in Archives and will include the picklist.
- Craig will inventory the Archives' holdings and select any items that Dewey had to complete the Archives' holdings.
- Archives will change the Barton record for any items that the Archives decide to keep.
- Craig should update the picklist by removing any items that Archives decides to keep.
- Craig will return the remainder of the items to Amy Martin in Dewey (whomever is in charge of processing in each library) for processing.
- Amy will withdraw and discard the items.
- Christine Moulen may be able to do a global batch delete on these items but she has not done this before and therefore needs to test before this method can be used to withdraw the holding from Dewey.
Sloan Working Papers/Large collections-
- The collection will be sent from Document Services to LSA by movers to hold until Archives is able to review the collection.
- The collection will remain in "Offsite scanning status" until the items are ingested into DSpace.
- Meanwhile, Amy will let the Dewey staff know to search in the Internet Archive by title if a patron needs access to the working papers. (The items should be ingested in DSpace by the end of February.) This step only applies to collections digitized by the OCA and in the Internet Archive. This step will adjust depending on the vendor.
- After the items are ingested into DSpace, the DSpace handles and the Internet Archive URLs (if this is applicable) will be added to the Barton record for each item.
- After the handles are in the Barton records, a global status change using the picklist will reflect a suppressed status "Awaiting Archives Review" in LSA. 
- Archives will review the holdings at their own determined pace.
- Archives will change the Barton record for any items that the Archives decide to keep.
- Craig should update the picklist by removing any items that Archives decides to keep.
- Craig will send Amy and Melissa Feiden an email alerting them that the remainder items in LSA are available for withdrawal.
- Melissa will then send Amy the holdings for Dewey staff to withdraw and discard. Melissa will only send a few boxes at a time and the pace of these boxes will be determined by Amy. 
- Again, Christine may be able to do a global batch delete of these items but this needs to be tested.
Maria - where should we send the physical items? global status change? procedure for future process