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Efficient Practices for Processing ACLU Case Files: Insights from the ACLU Processing Project

This document shares lessons learned from the ACLU Processing Project, focusing on the practical methods for processing legal records. The project, funded by NHPRC, spanned two years, involving the review of over 2,525 linear feet of records, with 65% potentially containing case files. Key aspects include hiring a dependable professional archivist, ongoing supervision, and compliance with privacy laws. It highlights strategies for managing workload, tracking progress through inventory, and ensuring thorough reviews, making the task of processing these vital legal documents more attainable.

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Efficient Practices for Processing ACLU Case Files: Insights from the ACLU Processing Project

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  1. Don't Panic Practical Methods for Processing Case Files: Lessons Learned from the ACLU Processing Project Adriane Hanson Project Archivist, ACLU Records Princeton University

  2. Where do I even begin? We should provide access to legal records because they are important. We can provide ethical access to legal records in a reasonable amount of time.

  3. How does she know about this? • 2 year project to process ACLU Records • NHPRC funding • 2,525 linear feet • 1,637 boxes (65%) potentially case files • 0.5 FTE for one year for review

  4. Who will do it? • Professional archivist to plan • Review by paraprofessional • Hiring: dependability, detail • Requires active supervising • QC throughout to identify new developments and ensure attention

  5. What do I have to look for? • Donor Agreement • Donors • Legal literature • Create a guide as you go • Privacy laws

  6. What do I have to look for? • Donor Agreement • Donors • Legal literature • Create a guide as you go • Privacy laws

  7. ACLU Donor Agreement

  8. Where do I look? • Analyze inventory • Reasonable sample • Will recognize patterns • Slow for correspondence • Speed up when court docs

  9. How do I keep track of it all? • Use your inventory • Box level vs. folder level closure • Physical notations vs. finding aid • Automatically calculate opening years

  10. How long will all this take? • Feet: 1,637 feet • Analysis: 12.5 hrs/month or 5 min/ft • Supervision: 5 hrs/month • Review: 4 ft/hr, 410 hours • 30 hrs/wk done in 3.5 months • 20 hrs/wk done in 5 months • Added 825 hours to the project (50%)

  11. What if... ... I didn't have to do this anymore? • Lawyers at the donor organization? • ACLU marked open boxes • Records managers at donor institution could be your allies

  12. What if... ... I don't have time? • Review on demand • Review when shorter restriction open • Delegate • Form a restriction review team

  13. What if... ... something gets missed? Due diligence: • Reviewed the likely places • Reviewed a portion of each likely place • User agreement • Responsible to donor and patron

  14. What if... ... I want to talk about this more? ahanson@princeton.edu

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