End-processing new materials

End-processing responsibilities

Routing slips  

Accompanying material

Supplies

Labels 

Tabs  

Checking and shelving

Harvard Depository

Preservation Review

Digitization Review

Statistics

Promoting new materials in Isham's collections

Reporting to RISM

End-processing responsibilities of Isham staff

• Ensure that all items received are properly labeled, barcoded, and safely routed to the correct location in a timely manner. Templates for labels and tabs may be found in the Isham End-Processing Template. 
• Ensure that all items that require it are properly housed
• Convey storage-destined items to the Harvard Depository
• Notify cataloguing staff of any issues that arise

Routing slips  

Items intended for the general Isham shelves will come to the Keeper with their labels and barcodes already created; all that remains for these items is to be placed on the shelf. Merritt Room items do need Aeon slips, which are created at the point of accessioning. After end-processing an item, the Keeper disposes of the Aeon slip (see step 3 in the workflow at the end of this page). 

Accompanying material

It is Isham policy to retain accompanying material (dealers’ descriptions, anonymous notes, ephemera) only if it might be useful to a reader. When accompanying material is retained, it is placed in a manila folder labeled with the shelf number of the item and added to the Curatorial File. The holdings record should include a 562 note to this effect ("Dealer's description removed to Curatorial File", "Former owner's description removed to Curatorial File," etc.). If deemed not useful accompanying material can be discarded. When having a student worker assist with this task, consider sharing these instructions:

1. Please look up the item's call number in the online catalogue, HOLLIS:

• Search screen
• Search Type: HOLLIS number
• Enter the eight-digit number in the Search For: box
• Hit Search
• Click on Availability

2. Copy the call number onto the paper itself; just "Mus 824.364.701," for example, no need to include "Loeb Music Merritt Room."

3. Put the HOLLIS number into the spreadsheet, "Dealers descriptions list," on this drive. 

4. Check that we don't already have a folder for the item in the Curatorial File.

• If we do have a folder, place the sheet in the folder.
• If we don't have a folder, write the call number on a new folder, put the sheet inside and add it to the Curatorial File.

Supplies

You will find the necessary materials for end processing on the shelves in the back corner of Isham (aspirationally, in the Tintoretto Room). A list of supplies is located here: Housing supplies.xlsx No tattle tape is inserted into Merritt Room materials. 

Barcodes and HD MUS stickers may be obtained from the cabinet in the first-floor workroom or from Murray Barsky. 

Labels

Archival materials

The label should contain the following information:

• Line 1: the contents of the 245 field of the record, truncated if necessary, rendered in bold, without ending punctuation. For instance: Winifred Hyson collection of scores, recordings, papers and musical instruments, approximately 1940-approximately 2010 could be abbreviated to Winifred Hyson collection
• Line 2: the call number of the collection, and the number of the box, rendered in standard typeface (i.e. not bold). Ms. Coll. 188, Box 1
• Line 3: the abbreviated name of the entire library, rendered in bold. Loeb Music Library

CD-ROMs

Photoduplications are placed on CD-ROMs and shelved on top of the microfiche cabinet. Their labels are printed on adhesive-backed label paper. 

The label should contain the following information:

For prints:

• Line 1: the contents of the 100 or 110 field in the bibliographic record, whichever gives the name of the author if known.
• Line 2: the contents of the 240 or 245 field, whichever gives the more accessible title.
• Line 3: the name of this library, rendered in capital letters, followed by the shelf number of this surrogate, e.g. ISHAM 3675.2.3653. This information is located in the 852 field of the holdings record, subfield h.

For manuscripts:

• Line 1: the contents of the 100, 110, 700, 710 or 776 field in the bibliographic record, whichever gives the name of the holding library, rendered in capital letters, e.g. BIBLIOTHEQUE DE L'ARSENAL. 
• Line 2: the shelf number of original item, e.g. Manuscript. 3656. This information may be located in the following places: the 100 or 110 field of the bibliographic record, subfields k and n; the 700 or 710 field of the bibliographic record, subfields k and n; the 776 field of the bibliographic record, subfield o.
• Line 3: the name of this library, rendered in capital letters, followed by the shelf number of this surrogate, e.g. ISHAM 3675.2.3653. This information is located in the 852 field of the holdings record, subfield h.

Place the label on the top left corner of the jewel case. If there is room on the jewel case, label the spine with the shelf number as well. 

Use Garamond, bold, size 14 font. 

CD-ROM labels are printed on Avery US Letter, 5160 Easy Peel Labels. 

Additionally, write the call number of the item on the inner hub label where no data are recorded, using a Micron 05 archival ink pen. Precede the call number with "Isham." If space allows, write the MMS ID (HOLLIS) number as well. 

Print and manuscript materials

Spine labels are placed on cases and prefabs. They are printed on adhesive-backed label paper then covered in spine label covers. 

Place the label on the top left corner of a thin container or the bottom of the spine of a thick container, whichever will be most helpful when you are looking for the item on the shelf later.

Microfiches

Labels are placed on the top right corner of the front face of the microfiche envelope (the microfiche folder label template resides in the Isham End-Processing folder in SharePoint). The envelope label contains only the call number, which may be found in the 852 field of the holdings record, subfield h. Add a trailing number for each envelope, e.g. 4175.5.2 (601).

Print a copy of the label without trailing number for the divider guide which will be placed at the beginning of each call number. For this purpose we use half-cut microfiche divider guides from Gaylord (A6454).

Label the divider guide with only the call number if there is a small number of trailing numbers (fewer than 100), e.g. 4175.5.2. If there are more than a hundred individual envelopes, break them into groups of one hundred and label the divider guides accordingly, e.g. 4175.5.2 (601-700).

Use Garamond, bold, size 14 font.

Microfiche labels are printed on Avery US Letter, 5167 Easy Peel Return Address Labels.

Microfilms

Labels are placed on the edge of the lid of the microfilm box in such a way that it will be visible and legible when the drawer is opened (the microfilm box label template resides in the Isham End-Processing folder in SharePoint). The box label contains the following information:

• Line 1: the contents of the 100, 110, 700, 710 or 776 field in the bibliographic record, whichever gives the name of the holding library, rendered in capital letters, e.g. BIBLIOTHEQUE DE L'ARSENAL. 
• Line 2: the shelf number of original item, e.g. Manuscript. 3656. This information may be located in the following places: the 100 or 110 field of the bibliographic record, subfields k and n; the 700 or 710 field of the bibliographic record, subfields k and n; the 776 field of the bibliographic record, subfield o.
• Line 3: the name of this library, rendered in capital letters, followed by the shelf number of this surrogate, e.g. ISHAM 3675.2.3653. This information is located in the 852 field of the holdings record, subfield h.

Ideally, use Georgia font, size 11. If there are multiple items on one reel a smaller font size may have to be used.

Microfilm box labels are printed on Avery US Letter, 5160 Easy Peel Address Labels. These are placed in Tray 2 of the HP LaserJet P3015 printer face down, with the top of the sheet farther into the tray.

Tabs  

Merritt Room items staying on-site and not in cases or prefabs must receive a tab. Tabs are printed on archival-quality tan cardstock. Unused folders are used for this purpose. The P3015 printer next to the Isham student workstation is capable of handling tabs up to 14'' long; the staff copier in the basement goes up to 17" although you may need to adjust the template.

The tab is placed at the back of the item to minimize potential for damage to information-bearing pages.

Checking and shelving

Someone other than the Keeper should examine tabs and labels by comparing the item in hand with the routing slip and the Alma record. The next step is to place items on the shelf. 

Offsite storage (Harvard Depository)

Possible reasons for sending materials to offsite storage at the Harvard Depository:

• easily discoverable in HOLLIS
• fragile, and able to be stabilized with housing
• unlikely to be recalled frequently

Possible reasons for keeping materials on site at the Loeb Music Library:

• not duplicative of existing holdings
• intrinsic value, for instance important Mozart materials

New Merritt Room items intended for storage at the Harvard Depository have "Send to HD" ticked on their routing slips. HD-destined items then follow one of two workflows: the workflow for new Merritt Room items that do not require custom housing, or the workflow for new Merritt Room items that do require custom housing. 

The Harvard Depository has guidelines on issues such as barcode placement: https://projects.iq.harvard.edu/hdep/transferring-materials-hd

The Weissman Preservation Center has guidelines on how to pack a bin for transfer: https://projects.iq.harvard.edu/carefulhandling/conservation-guidelines-packing-bins-transport-library-books

End-processing Merritt Room items 

Newly catalogued or re-catalogued Merritt Room items are placed on a booktruck in the Tintoretto Room by the Senior Music Cataloger. Enter each item's information into the end-processing log and place the item on the appropriate shelf of the baker's rack: In-house processing, Weissman Preservation Center processing or Collections Care processing. In-house processing follows this workflow:

1. Log in to Alma. Make sure that your location is set to Loeb Music Library -- MUS Circulation.
   1. Click on the first search criterion; select Physical Titles from the pulldown menu. Click on the second search criterion; select Barcode from the pulldown menu. Place your cursor in the search box and scan the barcode.
   2. Click on the title and check that you have the correct item in hand: verify the title, author and place and date of publication. Once you are satisfied that you have the correct record for your item, click on Holdings. If an item has only one holding record, then a read-only page will appear. Click on the Edit link to access the holding record (metadata editor). If an item has multiple holding records, you will need to find the correct item. You can then access the holding record either by clicking that item's ID link, or pressing the ellipsis button at the right of the entry and selecting Edit.
   3. Edit the holding record to change the item's designation to HD. Click in the 852 field to make your cursor live, then in subfield c, type HDA. Click on save. Please note: there is an ongoing error in Alma. Occasionally, when you save a holding record it will suddenly disappear. Don't panic! Click on File in the metadata editor (not in the browser), then select Reload Original Record. The holding record should reappear but you will need to redo the changes you have made before saving it again. This problem is expected to be rectified in January 2019. If an item is a bound with, ALL holdings will need to be updated for location.
   4. Edit the item record to remove the work order. 
   5. Release the record. Go to the Records tab to the left of the editor, click on MARC21 Holdings, select Release All Records.
   6. Navigate to Fulfillment in the blue menu bar at the top of the page. From the pulldown menu, select Return Items. This opens the Manage Item Returns page. Place your cursor in the Scan Item Barcode field. Scan the barcode. Scanning the item should generate a prompt saying the item is not on loan. The destination should be Offsite Storage (HD). If the correct prompt appears, click OK.
   7. Check your work by scanning the barcode in Alma again. In the item record, be sure that the barcode is correct, the location is set to Offsite Storage (HD), the status indicates item not in place and the process type is listed as being In Transit.
2. Place the item in its housing and close the housing, setting the Aeon slip aside.
   1. If the item needs to be tied in its housing, see these videos from the Weissman Preservation Center for one option for tying, and for a second option. 
3. Place the housed item in the grey transfer bin on the book truck. When your work is complete, wheel the bin down to the Music Library front lobby and place the bin behind the Circulation Desk. The empty truck can go back into the Tintoretto Room. The daily pick-up usually occurs sometime between 9: and 10:30am (the couriers come twice a day, but do not pick up during their second, afternoon stop). To catch that first visit, the earlier, the better. Otherwise, Access Services staff can keep an eye on the bin behind the desk until it can be picked up.
4. Finish the Aeon request and dispose of the Aeon slip. 

Digitization Review

Check the Scores Project spreadsheet for each item to see whether it is being considered for digitization (H:\MUSIC\Scores Project\Digital Scores,FY10-16\Digital Scores Checklist.xlsx). Once end-processed, an item can have its NOS (not on shelf) designation removed and the cell "Outline Created" filled in green.

Promoting new materials in Isham's collections

As a matter of course, new materials entering the collections of Isham should be publicized on social media. Additionally, items which may appeal to a particular individual should be brought to that person's attention by word of mouth or email.

When new items are particularly unusual, significant or meaningful, they can be reported to the Notes for Notes feature of Notes: The Quarterly Journal of the Music Library Association.

Bear in mind that when materials join Isham's collections, they are sometimes emerging from a period of obscurity. Therefore, it is important to check scholarly literature and reference sources to ensure that, for example, a composer's chronology has not been complicated. If that is the case, more outreach work may be required.

Reporting to RISM

If new Merritt Room items are appropriate for contribution to RISM, add them to the database at the point of end-processing or, if you do not have RISM privileges, send the MMS ID to the Keeper. We do not maintain a backlog of RISMatic materials at this library but rather report new items immediately.