The majority of file unit numbers are created by the end-processor during the boxing of collections.
Some file numbering may be created by the archivist; this page will give an outline of possible numbering scenarios. The current convention is for the archivist to leave the "x" that appears as the file unit in XMetal, and to use "2x" or "3x" to designate to the end-processor that there are multiple folders with the same title.
File Units
Do not assign numbers until the finding aid is complete, and the arrangement has been approved by the Senior Archivist. It is too time-consuming, and too easy to miss cross-references (use folder headings instead), when you have to exchange one entire set of numbers for another at the end. After your arrangement is approved, enter the actual file unit numbers manually, beginning over in each carton with "1." The unit id tag "x" becomes the container number and the space after the period becomes the folder number.
In some cases, it will be useful to group a number of folders under the same folder description (e.g., contents of a very fat folder or 3-ring binder have been transferred to several folders, or there is a sizeable quantity of similar material in numerous folders). During processing, temporarily mark or note the quantity folders, so that when the time comes to physically number folders, they will be numbered correctly (e.g., 24.3-24.6, "Affirmative Acts," a tribute to Jordan and fundraiser for Poetry for the People).
When moving materials from one "fat" folder or binder into several folders, indicate (in the right-hand corner of the folder tab) the sequence and total number (e.g., 1 of 8, 2 of 8, etc.).
Because the number of folders in a final box/carton may vary widely, note their total number (in parentheses) when their range spans more than one box/carton. Example:
41.15-42.4. Correspondence. Adrienne Rich, 1976-2002, re: politics; family; health; etc.; includes detailed literary critiques of, and responses to, Jordan's writing; some letters from Michelle Cliff. (8 folders)
Occasionally, folders may be found--after numbering--that should be included intellectually with earlier material; in such cases, enter the folder heading where it belongs intellectually, but write the file unit number to reflect the container#.folder# where that file unit physically resides. Consult the Senior Archivist in such cases.
The following paragraphs provide a description of numbering; see below (pages 26-27) for specific fictional examples of proper numbering of file units as well as creating cross references and "see also" notes.
Boxes and cartons
For file boxes and cartons, file unit numbers consist of the container number, followed by a period, then the folder (or item) number (e.g., 10.1). See pages 24-27 for specific examples.
Volumes
Small- and medium-sized volumes are stored in individual folders (one volume per folder), and filed in Hollinger boxes. Although the folder description should specify that the item is a volume, the file unit number does not. Bound volumes housed in oversized boxes, however, receive a "v" following the number (e.g., 1OB.1v) since they are not inside folders; they follow the same numbering conventions as folders.
Oversized Folders And Boxes (Folio, Folio+, Oversize)
When a small amount of oversized material is found within a collection it is stored within oversized drawers, on site. Numbering for oversized material filed in cabinets consists of the file drawer type, a period, then the folder number for that specific oversize type: folio, folio+, oversize, supersize - FD, F+D, OD, and SD respectively. See pages 22-23 for specific examples.
When a large quantity of oversized materials exists and the materials could fill an oversized box, do not file them in oversized drawers, but place them in appropriately-sized folders within an oversized box. Number boxes in the same sequence as file boxes and cartons, but the number will be followed by an abbreviation (FB, F+B, OB, etc.) that indicates the size of the box. See below for specific examples.
(Note: Roll boxes and card file boxes are also given box numbers within the regular box-numbering sequence of the collection. The designation "CB" is used regardless of the size of the card file box.)
File Unit Abbreviations
Carton#.folder# Carton 1.1
File box#.folder# File box 1.1
FD.folder# Folio folder FD.1
F+D.# Folio+ folder F+D.1
OD.# Oversize folder OD.1
SD.# Supersize folder SD.1
PD.# Photograph "drawer" (now in file boxes) PD.1 (for slides: PD.1sl)
PD.#f. Folio photograph drawer PD.1f (or PD.1fv for volume)
#FB.# Folio box 1FB.1 (or 1FB.1v for volume)
#F+B.# Folio+ box 1F+B.1 (or 1F+B.1v for volume)
#OB.# Oversize box 1OB.1 (or 10B.1v for volume)
#CB. Card file box (any size) 1CB. [description only; there are no internal
units]
#Roll Roll box (any size) 104 Roll
Mem.# Memorabilia** Mem.1
CD-#.# Compact disc* CD-13.1
PhotoCD-# CD of photographs* PhotoCD-2.1
MP-#.# Motion picture* MP-45.1
T-#.# Audiotape* T-249.1
Vt-#.# Videotape* Vt-269.1
Phon-#.# Phonograph record* Phon-65.1
DVDs DVD DVD- #
E.# Electronic files (web sites, digital photos, etc.) E.1
*Any of these media formats must use the next number in the appropriate shelflist maintained by the A/V Cataloger. For example: T-249.1. ["T" for audiotapes, 249.1 represents the next available audiotape number in the shelflist, reel 1]
**For complete discussion of numbering and storing memorabilia, review "Memorabilia," pages 22-24.