Sample Book (and rules) for non-standard labels and tabs

Before instructions went online, there was a three-ring notebook (still kept onsite by Manuscript End-processor) containing samples of labels from past collections that were sometimes useful for understanding how labels have evolved over the years, how to interpret early methods of handling certain circumstances. Some of the samples pre-date 1981. A new online version of the sample book is begun here as a shared resource, and is updated regularly. These are mostly samples of exceptions to the standard rules

*NOTE: We no longer included "The" (as in The Houghton Library) on labels. It has been shortened to simply "HOUGHTON LIBRARY"

Some frequently used procedures listed here are:

Box labels (half-height)
Folder (pf) labels for drawers (in Theatre Collection and elsewhere)
Single items boxed together, shelved onsite

ACCESSION NUMBER AS CALL NUMBER
                

ASTERISK USE AT THE END OF A CALL NUMBER*
In the past, catalogers used an asterisk at the end of a call number to indicate that an item was part of Houghton's collections. If the cataloger includes that asterisk from the old call number, use it. If an asterisk appears physically written on an item (as is often the case with RECON items) but the cataloger has not included it, then we won't bother including it on the label or card either.
Use information the cataloger has provided, since we are copying the information directly from ALEPH to make labels. It is no longer an important issue whether the asterisk is or is not included at the end of a call number.

ASTERISK USE AT THE BEGINNING OF AN *ACCESSION NUMBER
Houghton no longer uses an asterisk in front of the accession number (i.e. *2000M-33 would now be simply 2000M-33).

Autograph files and Catchalls
AUTOGRAPH FILES
The large collections referred to thus far are mainly closed groupings of items from the same source, such as gift or bequest of a certain individual, or purchased with a particular fund. But some collections are composed of items that each have a different source. They are grouped together either because they provide examples of handwriting and signatures of famous literary figures (hence the name Autograph file), or because they are miscellaneous and unrelated (usually) single sheets.There is a rather large Autograph file at Houghton and in the Theatre Collection. They were begun in the early years of the library and we continue adding to them. Their call numbers are : "Autograph file" and "HTC Autograph file". Items in these two collections, are filed alphabetically by author. They do not have item numbers like most other collections do. We have not added barcodes to the boxes for the Autograph files because each item, within its folder, has its own item record (see: Item Records and Bar codes). The number of boxes cannot be determined by looking at the item records for these collections. If a box is added, the finding aid should be updated. That is how one would know the number of boxes on the shelf.
     Lowell Autograph file (old collection that was originally alphabetical but was given item numbers and closed; filed by item numbers)

CATCHALLS
Catchalls are also collections of single items that are related in subject matter, but that have come to the library from a variety of sources. Normally each item does not exceed one folder. Older collections are often filed alphabetically, but newer ones tend to have item numbers to which items are continually added, out of alphabetical order. Keeping the official list of all Autograph files and catchalls is part of the manuscript accessioning process. Most catchalls have normal-looking call numbers, but some do not. Examples are: 

Portrait file (filed alphabetically; no item numbers)

HTC Programs 2 (filed by item number; items are added continually, out of alphabetical order)

bMS Thr 511 (filed by item number; items are added continually, out of alphabetical order)
This is a collection of Tennessee Williams typescript compositions, 1936-1979 and undated, from various different sources. One of its box labels appears in the sample book.

One difficulty in end-processing these collections is that they are in all different sizes of boxes.

Example of records being worked out for the addition of an Autograph File, A item to a "pf" box (box 195) Standard size box is Box 3a.

BOX LABEL for HALF-HEIGHT BOX (flat)

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BOOKS (from browsing collections of other libraries, Widener, etc.)
Sometimes a printed book with annotations is cataloged as a manuscript.  But sometimes we receive collections of bound volumes from other libraries for processing and sending offsite. The old call number from the other library is not always changed. Books in good physical condition should have the barcode labels attached to outside covers. Barcodes should be placed in the upper-left-hand corner of books, with the spine facing left. An alternative barcode location for books transferred from browsing collections is at the top of either the front or back book cover. No books can be accepted at the Depository with barcodes more than one-inch from the top of either cover or on the inside of either cover. Fragile books should be stored in protective acid-free envelopes, wrappers, or boxes, with one barcode attached to the outside of each container (in the upper left-hand corner), and a duplicate barcode may be affixed to the actual book. The preparation and barcoding of fragile items is described in more detail in the following section (Preparing Fragile Books For Transfer).

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[BRACKETED INFORMATION] : SAMPLE FOLDER LABEL

Brackets are used when information is supplied by the cataloger. But some types of bracketed information is not supposed to appear on the label. Information about author or place, for example, such as [Amy Lowell] is necessary to keep. But other descriptive information, as below is not meant to be included.

Here are some examples of bracketed items that should not appear on the label (except as marked):
[art original]--DOES BELONG
[graphic]
[motion picture]–DOES BELONG
[object]
[realia]
[stats]

CATCHALL BOX LABEL : COLLECTION WITH ITEM NUMBERS

sample Tennessee Williams catchall box label. NOTE: the item numbers are no longer included on the box labels.

FEARING COLLECTION : SAMPLE CALL NUMBER/LABEL

f F 6870.53.20

This is an odd collection of volumes (logbooks). Each has its own call number, but it is cataloged as a manuscript collection. Since it is manuscript, labels can be done in the manuscript fashion, putting the call number in a single line along the spine, rather than breaking it up at the points as is done with printed books. The volumes don't get individual barcodes because they are considered as items within a collection. The small "f" indicates folio. Large F is part of the call number (Fearing).

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FRAMED MATERIAL : LABELS, LOCATIONS, STORAGE

HD STICKERS : SAMPLE LABELS for boxes going to HD

NOTE: *A small piece of tape must be adhered to the open end of the label holder so that the label can't slip out.*

Labels are printed on Avery 5911 perforated business cards. The bar code and the HD sticker are affixed to the card, NOT to the box itself, or to the label holder. This is because if the label ever needs to be changed, the card can simply be removed and replaced.  Also the label holder doesn't offer protection for stickers adhered to the outside of it thus defeating its purpose. And, there would be a problem removing those stickers from the outside of the label holder if it were necessary to do so.  NOTE:  the item numbers are no  longer included on the box labels. To remove a label : use an exacto knife to slit the tape along the right edge (for items that were at HD). Then use the blade to slip gently inside the label holder, put a small amount of pressure on the label inside with the tip of the blade, and pull the label out.

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HYDE BACK STACKS:  see SPECIAL LOCATIONS : Hyde Back Stacks

• labels = bMS Hyde 98
• shelf tab = MS Hyde 87
• box label = HYDE 2003JM-40 (pf)

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Lobby : SAMPLE LABEL

"Lobby X.1.1" is part of the call number and should also appear exactly as shown on the shelf tab.

*NOTE:  after the renovation, items once shelved in the Lobby are now stored temporarily in Lamont, range A-18 and A-19. Manuscripts that require updated labeling are moved from Lamont to new shelving depending on their call numbers and status as a single item or collection.

Lowell Autograph Collection : SAMPLE LABEL

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MANUSCRIPTS REMOVED FROM A VOLUME : SAMPLE LABEL

This type of label is normally pasted into the front cover of the volume, at the bottom, against either the left or right edge, rather than centered.

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POETRY BLUE STAR : SAMPLE LABELS
Some material that is part of the Woodberry Poetry Collection is shelved at Houghton and cataloged as manuscript material, using the same prefixes, stem, and item number system as other large manuscript collections. They are called Poetry Blue Star because originally, when the books were shelved in the poetry room of Lamont, there was a blue dot or star attached to the label. We don’t do that anymore now that they are shelved in Houghton, but just use the asterisk as a star, that was once blue. The category "BLUEB", (Blue Star b) should be chosen as the "collection" designator in the item record.

For a flat boxed item, see the sample box label below:

bMS Am 2753  POETRY*
Woodberry Poetry Room (HCL) collection of photographs of poets, 1959-1994 and undated.
Box 1 of 1

Manuscript folder labels look just like those from any other manuscript collection. They do not need to include the "POETRY *" designation. Boxed items are shelved with all other boxed collections on sub-basement. They are not included in the special "Blue Star" area of the stacks behind the cmii shelves that is designated for printed Blue Star material.

SINGLE ITEM MANUSCRIPTS SHELVED TOGETHER, ONSITE

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PRINTED BOOK CALL NUMBER LABELS

A small percentage of collections are given printed book call numbers but are cataloged as if they were a manuscript collection and are end-processed by Manuscript end-processors. Normally the labels are identical to the abbreviated ones used for a manuscript collection, including only the call number, THE HOUGHTON LIBRARY, and the accession number.
There may be particular rules for the inclusion of the lowercase "b" in the call number on folders and box labels. Here are some samples that provide guidelines.

FLAT IN PF-SIZE BOXES
p FB9.A100.968p (1), etc.
This printed book collection is cataloged like a manuscript collection in that it has (item numbers) at the end (1), (2), (3), etc. The lowercase "p" is an indication of location and currently a space appears after it. But most of the other items, done before macros were used, do not include a space after the "p". So it is not crucial whether or not the "p" is done the old way or the new way. However, regular printed books end-processing uses the space after the "p".

UPRIGHT IN DOCUMENT BOXES AND SHELVED AT HOUGHTON
f *AC95.B5665.969c
Black Panther papers
The lowercase "b" for "boxed" does not precede the call number in this instance because the boxes are in a shelving area for upright volumes. The "f" shows that it is shelved with "folios" (on basement level). There is a space after the "f". Though in the past there often was no space.

UPRIGHT IN DOCUMENT BOXES & SHELVED IN SCIENCE FICTION ROOM
b SF-133
In this instance the lowercase "b" means "boxed" rather than "broadside". The "b" was included as an aid for locating the material within this special room.

UPRIGHT IN DOCUMENT BOXES & SHELVED AT HD
FC8.A100.873p
If this were a manuscript collection, the "b" would be retained on all labels because it appears as part of the call number in HOLLIS. Some in printed books, however, may omit the "b" boxed indicator for items going to HD, since they do not have a location at Houghton.

RESTRICTED LABELS

STACK RANGE LABELS

In the past, the Stack Supervisor was in charge of producing and updating labels at the ends of the aisles where manuscripts are shelved. However, the end processor is in a position to assist with this process in the manuscript stack areas. Here is a sample label for the GEN and F ranges. Each range is now also labeled with its Building, level, and range number, provided by the manuscript end processor.  (P2.1, P2.2, P2.3, etc.)

bMS Am 1948 (cont’d.) -

bMS Am 2031

Pusey - 12

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THEATRE COLLECTION STACKS : PPF and PFD DRAWERS (oversize folders and labels)

         SAMPLE LABEL

(label goes parallel to crease of folder, at the top left, as shown above)

LABELING OVERSIZE ITEMS FOR HTC FLAT FILES

Items labeled as “pf” are kept in pf boxes on P-2.
Larger items go into flat file drawers.

18 x 24” 20 x 24" folders are placed side by side in the “half-drawers”. (WE HAVE SINCE SWITCHED TO 20X 24" INSTEAD of 18 x 24")

28 x 38” folders are the standard for the “full drawers”

(For slightly larger items, oversized tan folders 34 x 45” can be used)

For help in determining what size to use, consult with Manuscript End-processor.

Orientation of folder labels are as follows.

When examining folders in Reading Room on a table they normally open like a book, from right to left, as shown below.

The label should go vertically in the top left corner, both for pfd and ppf folders.

                Top left corner of folder

Left is the
creased edge
of folder                                                                         (on right is open side of the folder)

Inside a half-drawer (pfd) the (20 x 24") folders are oriented side by side with the label (open) end facing the front of the drawer as below (sometimes fragile items are kept on top of the pile.)

Full-drawer folders (below) (ppf) (28 x 38" or larger) are oriented with the crease facing the front of the drawer. The label will be right-side up and facing whomever is opening the drawer 

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VAULT : SAMPLE LABEL