Beinecke Acquisition Workflow Tool

The Beinecke Rare Book & Manuscript Library actively acquires items using various tools. Curators currently fill out paper forms for authorization. Comprehensive pre-accessioning research is performed for potential purchases and recorded on paper.

After pre-accessioning, electronic information is stored using various tools as part of the acquisition process, including InMagic DB/Text databases and the Archivists’ Toolkit. There is presently a Library IT initiative to implement ArchiveSpace, which upon further evaluation, might be the accessioning database of choice for the Beinecke Library.

Different workflows and processes are sometimes followed depending on the acquisition. The most common difference is between manuscripts and printed acquisitions. Common ground is being explored to determine the degree of consolidation of these processes.

The scope of this project includes:

  • Enhancing the pre-accessioning workflow by designing and implementing a paperless solution to refine current processes that optimally meet the needs of individuals involved, including printed acquisitions, manuscripts, curators, finance, and perhaps dealers.
  • Implementation of and/or seamless integration with an accessioning tool and/or a management tool for archives, printed materials, manuscripts, and digital objects.

Library IT staff working on the project

Primary contact: Ray Frohlich

Partners / collaborating departments

Sarah Fisher and the Printed Acquisitions team

Michael Rush and the Manuscript team

Tim Young and Beinecke Library Curators

Mark Custer and ArchiveSpace initiative members from Library IT

Committees

Pre-Accessioning Workflow Committee

Timeline

This project is currently in the pre-design phase, which includes exploring the design space and understanding existing processes. A release of a prototype or beta version is expected in July 2014. Full utilization of at least one module and retirement of the current paper process is expected prior to January 2015. After “Go Live”, migration of existing records into the implemented solution will be prioritized.