Chapter 8: Deaccessioning Materials
Contents
1. Chapter 8 Deaccessioning materials Overview During processing and even sometimes after processing is completed a repository may decide to permanently remove material from its holdings These deaccessioned materials may be returned to their source offered to another institution or destroyed In the Toolkit these materials are recorded through a deacession record which may be linked to an accession or description resource record Basic steps for creating a deaccession record ese x Resources Deaccession Date Description a Ba Reason T Extent jo zi Disposition I Notification ogee AZ First Previous Next Last Cancel 1 From the the appropriate accession or resource description record press the Add Deaccession button 2 Enter the date of deaccessioning 81 Archivists Toolkit User Manual 3 Enter a description of the materials being deaccessioned 4 Save the deaccession record by pressing the OK command button at the bottom right corner of the window Caution If the record does not include the required elements listed above the Toolkit will indicate that the record cannot be saved because one or more of the required fields is not completed The uncompleted fields will be indicated in the error message The required field s must be completed lin order to save the record Deaccession data elements Accessions Deaccession Date Description a i Reason a Extent2. fo zi Disposition I Notification TW iW I First Previous Next Last Cancel OK Elements Required by the Archivists Toolkit 1 Deaccession Date The date of the deaccession transaction The date must be formatted according to the preferred date format established for the application See Chapter 16 for information on establishing date format preferences Examples 82 12 03 2004 Chapter 8 2 Deaccession Description Description of materials to be removed from the repository s holdings as part of the deacession action Examples Medical records covering the years of practice Eight track tapes that have been converted to digital audio Additional Elements You can extend the minimum following data elements deaccession record by recording data for any of the 1 Reason Enter the reason for deaccessioning the materials Examples The medical records are not an integral part of the collect tion and should not have been included in the accession The eight media 2 Extent First enter the track tapes are no longer a serviceable number of units as a whole or decimal number Then select the type of measurement cubic feet or linear feet Examples 3 4 10 cubic feet 148 5 linear feet 3 Disposition Description of the disposition of the records upon their removal Examples Returned to source Destroyed Transferred to University Arc
3. hives 4 Notification A yes no field indicating of the source of the materials was notified of their removal Check the box if the source was notified Relationships with other records 83 Archivists Toolkit User Manual A specific deaccession record may be associated with only one accession record or resource description record though an accession or resource description record may be associated with many deaccession records An accession or resource description record will display a list of all deaccession records associated with it Because there is a one to one relationship between a specific deaccession record and its related accession or description resource record a specific deacession record may only be assigned or viewed within the context of the associated record Deaccession reports Reports containing deaccession information described below are available in Accessions and Resources Chapter 14 provides instructions for generating reports Examples of these reports are available in the Appendices 1 Accessions Deaccessions List A list of all accessions with linked deaccession records Contains information from all deaccession fields including a calculation of the amount of material deaccessioned 2 Resources Deaccessions List A list of all resources with linked deaccession records Contains information from all deaccession fields including a calculation of the amount of material deaccessioned 84
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