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Addenda added to existing MC#s will be refoldered, labeled, and boxed separately at the end of the collection so that researchers who have already used the collection can easily locate newly-added material (if a stamp was originally used to label folders, please use the existing stamp to label new folders). 

In 2017, Research Services staff requested that we describe addenda in a separate (new) series, if possible. In some cases this may be the best way forward; in other cases it is preferable to add the material intellectually in the finding aid within an existing series, while still boxing it at the end of the series. Discuss with your team lead Kelcy and/or Ellen if you are unsure which model to use. 

The guidelines below should be followed regardless of where in the finding aid you are listing the newly processed addenda. 

HOW TO WORK WITH/INTEGRATE PHYSICAL MATERIAL
 

New boxes added to collection:

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1. Search VIA to determine if photographs from the initial collection have been cataloged
2. Search the MC # in SLTracker's Notes field to see if there are photograph folders from the initial collection
3. If you have folio+ or oversized photos to add to the collection, recall boxes containing existing photo folders from HD using SLTracker "create HD order" feature. DO NOT PERMANENTLY WITHDRAW THE BARCODE(S).
4. Once you have completed steps 1-3, consult Joanne on how to proceed

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CHANGES TO FINDING AIDS: 

EAD versions of finding aids for updating are stored on the R drive.  Copies of finding aids may be retrieved by Paula or Johanna.  To request a copy, email one or both of them with the eadid of the finding aid you want. 

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EAD tagging for Updated Date - If the following tag appears in the finding aid <p>Updated <date>July 2013</date></p>, delete it to make proofreading easier.   

Language – indicate any new languages included in added materials. 

Abstract – indicate new formats, e.g., audiotapes, videotapes, diaries, etc., that were not formerly included in the collection. 

Quantity – indicate new linear footage, number of boxes, folio/folio+/oversize/supersize folders, photograph folders, slides, objects, etc. Example: 

Quantity:24.15 linear ft. (49 and 1/2 file boxes, 1 folio box, 1 folio+ box, 1 oversize box) plus 3 supersize folders, 108 photograph folders, 44 folio photograph folders, 14 folio+ photograph folders, 4 oversize photograph folders, 4 supersize photograph folders, 3 crates, 5365 slides, 10 objects, electronic records. 

Processing Information – If material is added by original processor Indicate only month and year finding aid was updated.  If material is added by a new processor, indicate name of new processor. Example: 

Same processor

<processinfo><p>Processed: May 2012</p><p>Updated and additional materials added:<date>July 2013</date></p><p>By: Mark Vassar, with the assistance of Camille Torres.</p></processinfo>. 

If <date> or <persname> tags are present, please delete them. 

New processor

<processinfo><p>Processed: November 2004</p><p>By: Andy Moore</p><p>Updated and additional materials added: <date>July 2013</date></p><p>By: Emily Gonzales</p></processinfo>.  

We are no longer marking up dates in <date> tags or the processor name in <persname> tag.  If the tags are present in your finding aid, please delete them. 

Acquisition Information – Indicate new accession numbers in the following format: “Accession numbers: 2008-M68, 2008-M213, 2009-M42. Accession numbers: 2012-M133, 2012-M225, 2013-M24 were added in July 2013.”  Also, be sure to change the end year in the following statement: “The papers of Ann P. Meredith were acquired from Ann P Meredith by the Schlesinger Library between 2008 and 2013.”

We are no longer marking up accession numbers in <num> tags.  If the tags are present in your finding aid, please delete them. 

Access Restrictions – Added material may have restrictions according to gift agreement or due to third party privacy.  Indicate additional folder restrictions. 

Arrangement– List all new folders (or a/v, objects, etc.) added to collection in the appropriate series/subseries. Make necessary changes to date ranges of series/subseries. Remember to make these same changes in the Scope and Content and Container List. Example: 

Series I. Biographical and personal, ca.1870-2012 (#1.1-30.10, 53.1-53.7, PD.1 - PD.8sl, PD.224)

Series II. Artwork, photography, and related, 1948-2011 (#30.11-49.4sl, 53.8-53.10, 50FB.1-50FB.4, 50FB.6-50FB.10, 51F+B.1-51F+B.10, 52OB.1-52OB.11, SD.1-SD.2, PD.9sl - PD.223, PD.225+ - PD.234sl) 

ArchivesSpace does not accommodate nested lists, so if subseries are present in the arrangement listing in your finding aid, please delete them. 

Scope and Content – In addition to listing added folders as previously mentioned, the following statement should be added to the introductory paragraph of the Scope and Content:

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Container List – Add new folders to appropriate location in existing series. Example: 

• 29.1. Journal, March-April 2011
• 29.2. Items removed from #29.1
• 29.3. Journal, April-July 2011
• 29.4. Journal, July-November 2011
• 29.5. Journal, November 2011 - February 2012
• 29.6. Loose journal entries, November 2011 - January 2012
• 53.1. Journal, February-May 2012
• 53.2. Items removed from #53.1; includes journal entries
• 53.3. Journal, May-July 2012
• 53.4. Journal, July-October 2012
• 53.5. Items removed from #53.4
• 53.6. Loose journal entries, June-December 2012 (scattered)
• 53.7. Journal, October-December 2012

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• The type of audiovisual carrier
• The length of a recording
• Statements concerning recording quality
• Statements regarding irrelevant content on a carrier
• Notes concerning blank space on carriers
• Description of the physical appearance of an object

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Added entries – If new accessions reflect a distinctly different topic than previously indicated, include appropriate added entries here. All name added entries should be reviewed.  If a name is established in NAF but lacks a death date and it’s likely the person is dead, the processor should search the internet and/or genealogical databases to find a death date.  When/if you find the death date, you should email Honor with the established name, the requested change to the name, the HOLLIS # of a record it is associated with, and a citation for where the information was found (ancestry or familysearch citation, link to Wikipedia or Find a Grave page, etc.). If the name isn’t established in NAF, the processor can leave the heading as is unless there are open life dates for individuals who are likely dead.  In those instances, the processor should search the internet and genealogical databases to find death dates and add them to the heading.  You may not use the same text string for an added entry when it has already been established for another identify.  In this case, you will need to qualify the name.  In other words, if the NAF already has Blumen, Mary, and it's clear that your Mary Blumen is not NAF's Mary Blumen, you must qualify your entry by adding other known information about your Mary Blumen. 

When updating a finding aid, compare the subject added entries in the finding aid to those in the HOLLIS record.  Where there is a discrepancy, change the entry in the finding aid to reflect the entry in HOLLIS. 

Separation record – If material is removed from new accessions and transferred to printed materials division indicate accession numbers and item titles in existing separation record. 

Alma ID – The Alma MMSID must be added to the finding aid to enable the harvesting of the finding aid for display in HOLLIS.  Since there isn't an EAD tag for that purpose, the number should be entered into a <processinfo> tag with a <header> of "Alma ID."  In the <p> tag, replace [HOLLIS #] with the number found in the HOLLIS Number field in the HOLLIS record.

Finding aids created prior to Harvard's Alma implementation in July 2018 contain a <processinfo> tag referencing Aleph (Alma's predecessor) numbers.  Harvard systems currently run a script to convert the Aleph number into an Alma MMSID, but the system information should be changed when updating a finding aid.