Newsletters
One of our goals in holding the records of an organization is to have a complete run of its publications, particularly its newsletters. In the past the library ideally held two copies: one, an archival copy, housed in the manuscript department (filed by organization name in a MFD or Master File Drawer or with the collection), and one, for general use, in the periodical department. With the transition to a closed stack environment in 2005 and the end of the backlog project in 2013, newsletters of "our" organizations are cataloged and housed in the periodical department.
Processors working on a collection with newsletters generated by the organization should:
- Identify and sort newsletters created by the organization and transfer those titles not present in HOLLIS to the Serials Cataloger who will catalog each title and add holdings information.
- If we already hold the title, check the holdings record and transfer to the Serials Cataloger only those issues that we do not hold.
- For extant organizations, consult with the Serials Cataloger and/or Curator of Printed Material to make sure that the library is on the organization's current mailing list. For e-newsletters, the Library Assistant should subscribe using schacq@radcliffe.harvard.edu
- Indicate in the separation record that titles were transferred to the library's periodical department.
You may also find newsletters or periodicals with no direct connection to the collection you're processing. These most often fall into four main categories: 1) newsletters of "our" organizations (i.e., with their records at the library); 2) other newsletters related to women; 3) chapter newsletters of organizations whose records we hold (NOW, NWPC, NARAL); and 4) newsletters outside our collecting scope.
For 1) newsletters of "our" organizations (other than the one you are processing):
- Identify and sort newsletters created by the organization and transfer those titles not present in HOLLIS to the Serials Cataloger who will catalog each title and add holdings information.
- If we already hold the title, check the holdings record and transfer to the Serials Cataloger only those issues that we do not hold.
- Indicate in the separation record a general statement that newsletters were transferred to the library's periodical department.
For 2) other newsletters related to women:
- Wait until you've finished processing the entire collection and address all periodicals at the same time.
- Check titles in HOLLIS. If issues fill holes in library holdings, give them to the Serials Cataloger.
- For one or two issues of the same title, not found in HOLLIS, search the library's Women's Newsletter and Periodical Collection (Pr-4) in OASIS (nrs.harvard.edu/urn-3:RAD.SCHL:sch00376). If other issues of the title are already listed, give the issues from your collection to Stacey Flatt, who will pull the Pr-4 issues, give them to the Curator of Printed Material for consideration, and update the finding aid.
- For one or two issues of the same title, not listed in HOLLIS or Pr-4, but seemingly suitable for the library, give them to Stacey, who will add them to the Pr-4 collection.
- For three or more issues of the same title, not listed in HOLLIS and not listed in Pr-4, give them directly to the Curator of Printed Material for consideration.
If you have any questions, please consult your team lead.
For 3) chapter newsletters of organizations whose records we hold (NOW, NWPC, NARAL):
- Consult Pr-1 for NOW chapter newsletters: nrs.harvard.edu/urn-3:RAD.SCHL:sch00329 to see if what you have fills holes. If they do, give to Jenny, who will add them to Pr-1.
- Consult Pr-17 for NWPC Print collection: [give link when ready] to see if what you have fills holes. If they do, give to Mark, who will add them to Pr-17.
Consult Pr-5 for NARAL state affiliates newsletters nrs.harvard.edu/urn-3:RAD.SCHL:sch00333to see if what you have fills holes. If they do, give to to Mark, who will add them to Pr-5.
For 4) those outside our collecting scope, consult your team lead (some may be sent to other libraries within Harvard or elsewhere, some may be placed in the SL Book Sale, and some may be discarded).
There are also other constructed collections into which newsletters and other print material may fall. See the constructed collections document under G:Schlesinger/Collection Services. Specifically, Pr-3 (NARAL state affiliates printed material), Pr-8 (Commissions on the Status of Women collection), and Pr-16 (Pro-life newsletter and periodical collection) may be useful in determining what to do with such print or near print material.