Houghton Library required data
Basic Information Tab
TITLE
This is the title of the folder, ex. Correspondence with Martha Updike (no punctuation)
LEVEL OF DESCRIPTION
Select ‘File” from drop down menu
Generally speaking File is the most common unit of description. Unless you are genuinely describing a single item, use File.
Dates Tab
LABEL
Keep “Creation” selected
EXPRESSION
Use to describe the natural language expression of your series date(s), ex. 1999 January 4 (no end punctuation)
TYPE
Select from dropdown menu the type of date you are describing, ex. inclusive, bulk, single
BEGIN
Input the numeric expression of your early date, ex. 1999
END
Input the numeric expression of your late date, ex. 1999
Extents Tab
PORTION
Keep “Whole” selected
NUMBER
Input the number of folders, ex. 2
TYPE
Select “Folder” from the dropdown menu
Instance Tab
Instances are the place for entering box and folder information AND linking to box information.
For each new BOX in your collection:
Click “Add Container Instance”
TYPE
Select “Mixed Materials”
TOP CONTAINER
In the arrow dropdown select “Create”
In new Top Container window
CONTAINER TYPE
Select “Box” if box, "Volume" if volume, "Folder" if folder, "Frame" if frame
The top container is the item that will be brought to the reading room.
INDICATOR
Input the box number, 1, 2, 3 etc…
There will be a consecutive run of numbers for each Top Container type, i.e. each collection may contain a Box 1, a Volume 1, and a Folder 1. But not two Box 1s.
If linking to an already created Top Container:
Click “Add Container Instance”
TYPE – select “Mixed Materials”
Always use Mixed Materials
TOP CONTAINER – rather than “Create” you can start typing 1 in the field for Top Container and your Box 1 will appear in blue, you can click on that to link it.
For folders, in INSTANCE
CHILD TYPE
Select “Folder” from the dropdown
Even if you have more than 1 folder, ALWAYS select “Folder” (this ensures our labels will print correctly)
INDICATOR
Indicate the number of the folder in your box
For ranges of folders, you MUST represent the range with a dash, ex. 1-5. Use the dash instead of using commas as separators, ex. 1, 2, 3, 4, and 5.