These procedures were in place prior to February 2022. The page is currently under revision.
The following instructions are for acquisitions staff and primarily pertain to printed flat files being sent to rare book catalogers. Changes in procedure over time have also been noted below.
...
As of 2018, Harvard Theatre Collection broadsides and flat files are handled by the Manuscript Section and should be routed to MS Accessioning. See Harvard Theatre Collection ephemera procedures.
Folder Sizes
- 10" x 13" (25 x 33 cm.) – for items given a regular Houghton Library accession number.
Used for material classed according to the Houghton Main Author scheme, AB-ZB.
For the main Houghton author class, the b to indicate broadsides is applied internally, to the second digit of the first part of the call number (therefore AB85 replaces AC85). See also the Rare Book Section wiki for Houghton Main Author Class and Broadsides.
Applicable Alma codes: HOU GEN
- 11" x 15" (28 x 38 cm.) – previously used for items given a P&GA or Theatre Collection accession number.
Used for Typ classed material and TS or otherwise classed Theatre material. The call number will have a prefix “b” to indicate it is a small broadside. See Hollis no. 013616355 for an example.
Applicable Alma codes: HOU B ; HOU LCB ; THE B ; THE TLCB
- 14" x 18" (36 x 46 cm) - Do not use these folders for HOU Broadsides
...
Stacks Location | Aleph Code | Recommended Folder Size |
Pusey P1 | PFD | 22 x 28” or 18 x 24" |
Pusey P1 | PPF | 28 x 38” |
| Pusey | POST |
Procedure for accessioning flat files:
- Ascertain whether the item is a P&GA, Theatre, or regular Houghton Library accession. If Houghton or P&GA, assign an accession number to the item and write it on the verso. If the flat file has been purchased by Theatre, do not write an accession number on the piece--it will be accessioned by the Manuscript Section.
- House the item in a folder size that corresponds to its curatorial department and ultimate destination. Make sure there is at least 1/2 inch of extra space beyond the edges of the broadside inside the folder.
- Establish a bibliographic record for the item in Alma. For items purchased by Theatre, consult the Manuscript Tracking Form Responses for instructions on which collection record to use in Alma, then process payment and route to the MS Accessioning Archivist.
- Create a holdings record as per usual. The prefix code in 852 $$c should reflect the folder size:
...