The University Archives staff will take periodic inventory ("Shelf Read") of archival records stored on-site.
By taking inventory, staff can ensure records are in their proper location, stored properly, and in good condition with no damage.
This policy applies to all University of Missouri-Columbia Archives staff members.
The Archives Assistant is responsible for performing the Shelf Read, relocating misplaced materials, and making any necessary changes to finding aids. The University Archivist is to be informed of any unresolved discrepancies found during the Shelf Read
Return to the Table of Contents5-1. The Shelf Read procedure will be completed biannually, usually in January and July. During the first Shelf Read of the calendar year, cleaning of storage shelving will occur concurrently with the Shelf Read.
5-2. An electronic version of the Shelf List shows the location of all archival records stored on-site. Each container of archival records is noted on the Shelf List by collection number, container type (box, OSB, OSF, OSP, etc.), and container number (Box 1, OSF 2, etc.). The electronic version of the Shelf List serves as the record copy.
5-3. A temporary paper copy of the Shelf List is created, to be used by staff performing the Shelf Read.
5-4. The physical contents of each shelf at each storage location are compared to the printed Shelf List, to ensure that all materials listed for that location are present, and no other materials are present. A visual inspection of materials is performed to make sure no new damage to containers is evident.
5-5. If any errors in the Shelf List are discovered, a note is made to the List. After the shelf read is completed, discrepancies are are resolved and corrections are made to the electronic version of the list.
(Revised: 16 March, 2020)
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