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ARCHIVES  February 2005, Week 4

ARCHIVES February 2005, Week 4

Subject:

Re: cost to process a collection

From:

"Morris, Sammie L." <[log in to unmask]>

Reply-To:

Morris, Sammie L.

Date:

Thu, 24 Feb 2005 10:56:39 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (304 lines)

I would say your estimate should be a minimum of 10 hours per foot for
what we term "full" processing.  For full processing, we arrange the
materials in the collection, re-box and re-folder everything using
lignin-free/acid-free archival supplies, remove all metal fasteners such
as staples and paperclips, remove rubber bands, photocopy all newsprint
and thermofaxes, etc., separate and encapsulate all photos, separate
audio-visual media, artifacts, and similar types of items, and re-label
all new folders and boxes.  Then we do the finding aids.  This is
extremely time consuming.

--Sammie Morris
Archivist/Assistant Professor of Library Science
Purdue University 

-----Original Message-----
From: Archives & Archivists [mailto:[log in to unmask]] On
Behalf Of Terry Abraham
Sent: Thursday, February 24, 2005 10:24 AM
To: [log in to unmask]
Subject: Re: cost to process a collection

Laurie,

   Four hours per foot seems awfully low to me. I would estimate closer
to 20 per foot for the unprocessed group and ten per foot for the
reprocessing. You might look at our article in American Archivist:

"What is backlog is prologue: a measurement of archival processing," by
Terry Abraham, Stephen E. Balzarini, and Anne Frantilla. The American
Archivist, 48:1 (Winter 1985) 31-44.

  There have been a few other articles since.

    ---Terry

-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-:-
Terry Abraham   Special Collections, University of Idaho
<http://www.lib.uidaho.edu/special-collections/>


On Wed, 23 Feb 2005, Laurie Langland wrote:

> This is a multi-part message in MIME format.
>
> ------_=_NextPart_001_01C51A1F.C12BF5BE
> Content-Type: text/plain;
>         charset="us-ascii"
> Content-Transfer-Encoding: quoted-printable
>
> I've been asked to calculate some estimates to finish processing one 
> of our collections (the non-political papers, photos, memorabilia, 
> etc. of a former politician) and to re-process another collection 
> (political papers and other material of a former politician). I'm to 
> use my salary and benefits to calculate the labor. But we're unsure of

> the amount of time to use. One formula we've been told is 4 hours per
linear foot.
> Does that seem reasonable for processing additional boxes of papers 
> and other material, as well as updating the current finding aid?=20
>
> =20
>
> As for supplies for both collections, I can estimate the number of 
> record storage boxes we'd need - we use the legal by letter size 
> archival boxes. But I'm unsure of how many folders to estimate as an 
> average per box, as it can vary from 10 or 12 per box to 30 or 40. I 
> also need to guesstimate supplies for other formats, such as photos, 
> audio and visual material, and artwork. =20
>
> =20
>
> Re-processing may not be quite the right word for the one collection -

> it's approximately 250-300 linear feet of political papers plus family

> memorabilia, artwork, and other miscellaneous items. It was indexed 
> quite extensively 40 years ago, but the collection has undergone many 
> changes over the years. It needs to be re-housed in archival folders 
> and boxes and other storage containers. Also, the massive index needs 
> to be corrected and updated as the collection is worked through. Would

> the 4 hours per linear foot be a workable estimate for this type of
project?
> (In the handling of this collection, files have gotten out of order - 
> some may have been misfiled, but we're afraid that others have 
> disappeared forever.)
>
> =20
>
> Is there anything else we haven't thought of? Any suggestions and 
> advice will be greatly appreciated!
>
> =20
>
> Laurie Langland
>
> University Archivist/Director of Service Learning
>
> Layne Library, Dakota Wesleyan University
>
> 1200 W. University Ave.
>
> Mitchell, SD 57301
>
> =20
>
>
> A posting from the Archives & Archivists LISTSERV List sponsored by
the Society of American Archivists, www.archivists.org.
> For the terms of participation, please refer to
http://www.archivists.org/listservs/arch_listserv_terms.asp.
>
> To subscribe or unsubscribe, send e-mail to
[log in to unmask]
>       In body of message:  SUB ARCHIVES firstname lastname
>                     *or*:  UNSUB ARCHIVES To post a message, send 
> e-mail to [log in to unmask]
>
> Or to do *anything* (and enjoy doing it!), use the web interface at
>      http://listserv.muohio.edu/archives/archives.html
>
> Problems?  Send e-mail to Robert F Schmidt <[log in to unmask]>
>
> ------_=_NextPart_001_01C51A1F.C12BF5BE
> Content-Type: text/html;
>         charset="us-ascii"
> Content-Transfer-Encoding: quoted-printable
>
> <html>
>
> <head>
> <meta http-equiv=3DContent-Type content=3D"text/html; = 
> charset=3Dus-ascii"> <meta name=3DGenerator content=3D"Microsoft Word 
> 10 (filtered)">
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> <div class=3DSection1>
>
> <p class=3DMsoNormal><font size=3D2 face=3DArial><span = 
> style=3D'font-size:10.0pt; font-family:Arial'>I&#8217;ve been asked to

> calculate some estimates to = finish processing one of our collections

> (the non-political papers, photos, memorabilia, etc. of a former 
> politician) and to re-process another = collection (political papers 
> and other material of a former politician). I&#8217;m = to use my 
> salary and benefits to calculate the labor. But we&#8217;re unsure of 
> = the amount of time to use. One formula we&#8217;ve been told is 4 
> hours per = linear foot. Does that seem reasonable for processing 
> additional boxes of = papers and other material, as well as updating 
> the current finding aid? = </span></font></p>
>
> <p class=3DMsoNormal><font size=3D2 face=3DArial><span = 
> style=3D'font-size:10.0pt; font-family:Arial'>&nbsp;</span></font></p>
>
> <p class=3DMsoNormal><font size=3D2 face=3DArial><span = 
> style=3D'font-size:10.0pt; font-family:Arial'>As for supplies for both

> collections, I can estimate = the number of record storage boxes 
> we&#8217;d need &#8211; we use the legal = by letter size archival 
> boxes. But I&#8217;m unsure of how many folders to = estimate as an 
> average per box, as it can vary from 10 or 12 per box to 30 or 40. = I

> also need to guesstimate supplies for other formats, such as photos, 
> audio = and visual material, and artwork. &nbsp;</span></font></p>
>
> <p class=3DMsoNormal><font size=3D2 face=3DArial><span = 
> style=3D'font-size:10.0pt; font-family:Arial'>&nbsp;</span></font></p>
>
> <p class=3DMsoNormal><font size=3D2 face=3DArial><span = 
> style=3D'font-size:10.0pt; font-family:Arial'>Re-processing may not be

> quite the right word for the = one collection &#8211; it&#8217;s 
> approximately 250-300 linear feet of = political papers plus family 
> memorabilia, artwork, and other miscellaneous items. = It was indexed 
> quite extensively 40 years ago, but the collection has undergone = 
> many changes over the years. It needs to be re-housed in archival 
> folders and = boxes and other storage containers. Also, the massive 
> index needs to be = corrected and updated as the collection is worked 
> through. Would the 4 hours per = linear foot be a workable estimate 
> for this type of project? (In the handling of this collection, files 
> have gotten out of order &#8211; some may have been = misfiled, but 
> we&#8217;re afraid that others have disappeared = 
> forever.)</span></font></p>
>
> <p class=3DMsoNormal><font size=3D2 face=3DArial><span = 
> style=3D'font-size:10.0pt; font-family:Arial'>&nbsp;</span></font></p>
>
> <p class=3DMsoNormal><font size=3D2 face=3DArial><span = 
> style=3D'font-size:10.0pt; font-family:Arial'>Is there anything else 
> we haven&#8217;t thought of? = Any suggestions and advice will be 
> greatly appreciated!</span></font></p>
>
> <p class=3DMsoNormal><font size=3D2 face=3DArial><span = 
> style=3D'font-size:10.0pt; font-family:Arial'>&nbsp;</span></font></p>
>
> <p class=3DMsoAutoSig><font size=3D3 face=3D"Times New Roman"><span =
> style=3D'font-size:
> 12.0pt'>Laurie Langland</span></font></p>
>
> <p class=3DMsoAutoSig><font size=3D3 face=3D"Times New Roman"><span =
> style=3D'font-size:
> 12.0pt'>University Archivist/Director of Service = 
> Learning</span></font></p>
>
> <p class=3DMsoAutoSig><font size=3D3 face=3D"Times New Roman"><span =
> style=3D'font-size:
> 12.0pt'>Layne Library, </span></font>Dakota Wesleyan University</p>
>
> <p class=3DMsoAutoSig><font size=3D3 face=3D"Times New Roman"><span =
> style=3D'font-size:
> 12.0pt'>1200 </span></font>W. University Ave.</p>
>
> <p class=3DMsoAutoSig><font size=3D3 face=3D"Times New Roman"><span =
> style=3D'font-size:
> 12.0pt'>Mitchell, SD 57301</span></font></p>
>
> <p class=3DMsoNormal><font size=3D3 face=3D"Times New Roman"><span =
> style=3D'font-size:
> 12.0pt'>&nbsp;</span></font></p>
>
> </div>
>
> </body>
>
> </html>
> A posting from the Archives &amp; Archivists LISTSERV List sponsored
by the Society of American Archivists, www.archivists.org.
> For the terms of participation, please refer to
http://www.archivists.org/listservs/arch_listserv_terms.asp.
> <p>
> To subscribe or unsubscribe, send e-mail to
[log in to unmask]
>       In body of message:  SUB ARCHIVES firstname lastname
>                     *or*:  UNSUB ARCHIVES To post a message, send 
> e-mail to [log in to unmask] <p> Or to do *anything* (and 
> enjoy doing it!), use the web interface at
>      http://listserv.muohio.edu/archives/archives.html
> <p>
> Problems?  Send e-mail to Robert F Schmidt 
> &lt;[log in to unmask]&gt;
>
> ------_=_NextPart_001_01C51A1F.C12BF5BE--
>

A posting from the Archives & Archivists LISTSERV List sponsored by the
Society of American Archivists, www.archivists.org.
For the terms of participation, please refer to
http://www.archivists.org/listservs/arch_listserv_terms.asp.

To subscribe or unsubscribe, send e-mail to [log in to unmask]
      In body of message:  SUB ARCHIVES firstname lastname
                    *or*:  UNSUB ARCHIVES To post a message, send e-mail
to [log in to unmask]

Or to do *anything* (and enjoy doing it!), use the web interface at
     http://listserv.muohio.edu/archives/archives.html

Problems?  Send e-mail to Robert F Schmidt <[log in to unmask]>

A posting from the Archives & Archivists LISTSERV List sponsored by the Society of American Archivists, www.archivists.org.
For the terms of participation, please refer to http://www.archivists.org/listservs/arch_listserv_terms.asp.

To subscribe or unsubscribe, send e-mail to [log in to unmask]
      In body of message:  SUB ARCHIVES firstname lastname
                    *or*:  UNSUB ARCHIVES
To post a message, send e-mail to [log in to unmask]

Or to do *anything* (and enjoy doing it!), use the web interface at
     http://listserv.muohio.edu/archives/archives.html

Problems?  Send e-mail to Robert F Schmidt <[log in to unmask]>

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