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Archival Materials: Once an archival item has been selected for inclusion in an exhibition, it should be removed from its "home" box so the rest of that box can be refiled. To indicate that material has been removed, the registrar should put a photocopy of the item and an out slip on colored paper with the date, exhibition name, and item description in the folder location where the item was removed from. This not only highlights the missing item for users but also provides a placeholder to facilitate refiling the original after the end of the exhibition.
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Published Materials: For published materials that are included in exhibitions, a note should be added to the 852 field in the holdings record (with the actual dates of the exhibit): $$z On Exhibit: mm/dd/yyyy-mm/dd/yyyy. Any on-site published materials that are on display should have a physical out slip in the appropriate spot on the vault shelves and all exhibited published materials should have an active Aeon request for the duration of the exhibition (this does not apply to most archival materials, since the boxes will be refiled once the relevant item is removed).
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Refiling should occur promptly after an exhibition closes. The Registrar should recall/pull all the necessary boxes, replace the items in their proper folders, and remove any flags/out slips/photocopies that were holding their place. When published materials are refiled on site, make sure to remove any out slips there as well. Any relevant Aeon requests should be closed out using the usual protocols once the materials are returned to their final destination (vaults or HD). Helpful notes:
- Remember to remove the holdings note from any published materials that were included in the exhibition (or as someone in the Published Materials Dept. for help doing this)
- Note that the location of some archival materials may have changed during the time when the exhibition was on display and therefore may not match what was originally noted in the registry; you may need to re-check the location when you go looking for the containers (this is particularly true for materials that were still in processing or newly processed when they were selected for exhibition)
- Check with Access Services or Manuscripts staff if you are having difficulty locating particular containers or locations
- Clearly note in the registry spreadsheet once materials have been successfully refiled