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- Take an Accession form from the "Inventory to be Completed" folder. Make sure you get all of the corresponding pages
- Write today's date on the top right.
- Retrieve the box(es) containing the items in that accession. If you are unsure where to find the box, check in PastPerfect. Go to Photos > Find > Object ID and put in the Accession number of the individual photo (not all photos from one accession are shelved together).
- Location "Photographers" refers to the first ranges of wire shelving where the photographs are arranged by photographer's last name
- Location "Collections" refers to the last few ranges of wire shelving where collections are arranged in ABC order (collections may have items from more than one photographer)
- If the box(es) with the items from that accession also contain items from another accession, please check in the "Inventory to be Completed" folder for that other accession number to see if those materials must be counted as well. If so, take out the other form so that you may count all items at once.
- Mark the location of the items on the accession form next to the item number and description
- Make sure it says "PHOT" (if shelved in Photographers' section), "COLL" (if shelved under Collections), "VLT" (if in vault) or "CS" (if in Cold Storage).
- Write down the Range and Section numbers, Ex: R2S1 (These numbers are found on the shelving unit)
- Take items out of the boxes and make that all items in an accession are accounted for.
- When you find an individual item, check it off on the accession form.
- If you do not find an item, highlight that item's accession number with a highlighter.
- If you find that an item is not marked with its accession number (e.g. P75-04-001), then please write it on the back of the item:
- Turn the photo over
- Using a 100% graphite pencil, write the accession number lightly in the lower left-hand corner (make sure to begin the number with a "P")
- If you find that there is no acid-free tissue interleaving the photos, please gently put a sheet of tissue between each photo (under the mat, if matted. If the photos are encapsulated or housed in plastic, you do not need to interleave).
- If the photos are housed in a portfolio, please note that on the accession form, and write the title of the portfolio.
- Check the label on the box. Does it have all inclusive numbers listed? Ex: P74-05-001 to 012, P2001-05-010, P96-04-021 to 023.
- If all of the inclusive numbers are not listed on the label, write "Needs new label" on the accession form in the top left.
- Once all items have been counted, put them back in numerical order in the box.
- EXCEPTION: if the items vary in size, please put the smaller ones on top, even if they have a higher accession number than those below
- Return the box to its correct location.
- If all items have been accounted for, check of the accession number(s) on the Master List
- If you cannot find all items, highlight the accession number(s) on the Master List
- Place the accession form(s) in the "Inventory Completed" folder.
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