📖Storage and disposals guidance
Purpose of the guidance
This guidance is designed to aid with carrying out and recording disposal and movement of material following sprint/focus periods, not covered by Collection Development guidance assuming recording locations and disposal decisions made at point of acquisition.
Allocate locations to audio-visual and digital material
If any audio-visual or digital material has been extracted for long term storage during the focus/sprint period:
Open the BD_AV Box Locations document. Allocate the next number(s) in the sequence to any extracted AV and BD boxes created during the sprint/focus period i.e. BDBox_037.
Label the front and side of the box with the number in pencil and add the number to the spreadsheet.
Place the box in the next available space in the sub-basement stacks and record the location in the spreadsheet next to the box number.
Open the box and amend the location in the boxlists for each item inside to the full location and box number i.e. 215;S11;MR;59;7;3 BDBox_037.
Any material on the extracted material trolley should be moved to the next available space in the sub-basement stacks. Amend the location in the boxlists for each item to the full location i.e. 215;S11;MR;65;4;1.
Contact Storage Manager
Any barcodes that have been recorded as needing to be removed from the Deepstore Inventory should be emailed to the storage manager.
Extracted material that needs to be stored outside of the sub-basement and/or repackaging should also be flagged to the storage manager via email stating current location, collection reference, and unique identifier.
Any film or audio reels extracted should additionally be flagged with Toni Hardy for possible accelerated digitisation.
Contact Collections Development
Where material was identified as needing donor review before disposal it should be referred to Collections Development.
Take a photograph of the contents and write a brief description to email to the Collections Development inbox.
The Collections Development team will then decide whether the donor should be contacted, and if so, will inform the inventory team of whether we should arrange for disposal. If part or all of the material needs to be returned to the donor, Collections Development will arrange this.
Decision making will be communicated by the Collections Development team either after the donor has responded or after a month has elapsed with no response from the donor.
Record the disposal of material
Once there is a full transfer box of audio-visual or digital material ready for disposal:
Take the material to be disposed out of the box.
Group the material by accession and order by unique identifier so each item is laid in order on the table.
Take a photograph from above of the front and back of each accession group.
Open the boxlist for each accession and check the appraisal notes for each item.
If the item has been ingested to AWS:
Record the statement 'Physical media disposed of following ingest' in the 'Deepstore Barcode OR Onsite Location' column.
Record 'Original media sent for secure destruction in Month Year' in the 'Appraisal notes' column.
If the item hasn't been ingested to AWS because it is a duplicate, out of scope or unreadable:
Record the statement 'Physical media disposed of prior to ingest' in the 'Deepstore Barcode OR Onsite Location' column.
Record 'Original media sent for secure destruction in Month Year' in the 'Appraisal notes' column.
If a whole box or group of items has been approved by Collections Development for disposal:
Record the statement 'Disposal - see correspondence in collections file' in the 'Deepstore Barcode OR Onsite Location' column.
Record 'Disposal in Month Year' in the 'Appraisal notes' column.
Update the extent and location fields in the accession record as necessary following Check and update the CALM accession record guidance.
Request for material to be destroyed
Once disposal information has been recorded for all items, audio visual and digital material should be sent for secure destruction through the facilities team.
Email facilities recording the total number of items for destruction, the number and type of each specific format i.e. optical disks, 3½-inch floppy disks, umatic video cassette.
Copy in the department budget holder and reference the department cost code in your request.
For material approved by Collections Development for disposal, any unpublished paper should be placed in a confidential waste sack. All other materials should be placed in a black bin bag.
Once there is a full confidential waste sack and/or black bag for disposal, email facilities to arrange collection.
Save the images taken and email exchange with facilities in the relevant collections file. Any later certification should also be saved here.
Arrange for Deepstore boxes to be returned
Once boxlisting and CALM updates have been completed, email Deepstore, copying in the storage manager, to arrange a date for collection.
Record the barcode numbers of the boxes to be returned and make clear if any of the numbers are to be added to the Deepstore Inventory for the first time.
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