M ANAGING A RCHIVES : A P ROCEDURES M ANUAL 42
Production of archives from the repositories is the responsibility of staff in the storage area. They should take the following action when they receive a production form. Consult the location register to find out where the document is stored. Write the location on the bottom copy only of the production form . Find the material. Before removing the item, check that it is all right to produce it. Check the cover- ing dates written on it, and any red label attached to it, to make sure it is not still restricted in any way. Remove the item, putting in its place the carbon copy of the production form, which should be attached to the shelf by a clip so that it can be seen. Enter details of the production in the production register (for instructions on com- pleting the production register, see below). Pass the material on to staff in the reference area, together with the top copy of the production form, to bring to the researcher. Once the item reaches the search room, it becomes the responsibility of the search room department. The staff member on duty passes the material to the reader but retains the production form. This is filed in archival reference order and serves as a quick source of information on which items are in the search room or out to archives staff at any given time. When documents are delivered to the search room with the top copy of the production form, reference staff should check that the document matches the ticket it is over 30 years old or otherwise open for inspection it is physically fit to be consulted. A document with an ‘Unfit for Production Label’ should never be passed to a reader. If the item cannot be made available, explain this to the reader and see that the material is returned to the repository. The production form must not be made accessible to the reader, because the storage location of the item has been written on it. For security reasons, readers should not know where documents are stored. If documents are fragile, bulky, or otherwise give cause for concern, decide whether they should be issued one at a time or not at all. It is the duty of all staff to see that documents that may be at risk are properly protected. If necessary, seek the advice of preservation staff. Returning Documents to Storage Readers should return items to the officer on duty as soon as they have finished reading M ANAGING A RCHIVES : A P ROCEDURES M ANUAL 43
them. All items should be returned the same day except if they have been released to creating or transferring agencies. Returned items must always be put away immediately and not left for replacement later. The staff member on duty should check the items to see that they have not been damaged or placed out of order. After checking, he or she will place the production form with the item and put it on the ‘Returns’ trolley or shelf to await collection by staff responsible for reshelving documents.
- Spring '15
- Archive, Archival science, records, Accession, International Records Management Trust, archival institution