Your preliminary examination of the materials requires both an intellectual and physical evaluation, often performed simultaneously.
Begin by examining all materials carefully in each box, taking care not to rearrange the documents within. Take notes as to what each box contains. (Please note: For the sake of expediency, it is not necessary to make an itemized list of every single item. For example, if you came across a file of correspondence then note the file, the date range and the authors/nature of the correspondence) try to record any information you might need when describing the records, such as important subjects, significant events, well-known individuals, etc. As you work through the accession, make a confirmation that the fonds is what the accession record says it is. Can you identify any sous-fonds? Is there an original order? Can you identify any distinct series (specific functions or activities)?
Remove paper clips, staples, pins, string, rubber bands, or other harmful items. Unfold and uncurl pages and make sure that material is as neat and flat as possible. Identify any items that require special care, so that they can be removed later. Identify any media items which may require separate storage for preservation purposes. These usually include: photographic material; film and videotape; prints, paintings and drawings; maps and plans; sound recordings; books and other printed or published material; artifacts; computer diskettes or tapes
photographic material; film and videotape; prints, paintings and drawings; maps and plans; sound recordings; books and other printed or published material; artifacts; computer diskettes or tapes
