Note: The Archival Collection Processing Manual contains step-by-step written instructions to assist archivists in the duties and workflow of labeling and housing (end processing) collections. This work was formerly done by the Manuscript End processor and student assistants.
See: Step-by-step guide: Unprocessed to End Processed and End processing for processed archival collections.
It 's is important to collaborate with the end processor on the orientation of a collection before you begin processing, so you don't waste time or supplies having to redo work. The first thing to do is check in with the end processor about what kind of boxes you should use. Be sure you understand how to label the boxes and the folders, no matter what the configuration. It may be especially important to collaborate on existing or hybrid level collections that are being enhanced or redone. For example, the Hofer inner office has flat files full of various non-standard sizes of folders that don't follow conventions for sizes or locations. When uniquely processed collections like this need to be re-housed, there are considerations about where to shelve, what becomes of remaining material that will one day need re-shelving, what might be a good use of the unconventional drawer sizes, perhaps to solve some other unrelated housing concern, what size supplies to use, etc. in order to make the collection more standardized and accessible according to our current conventions. Once the basic wishes of the curator are known, it is best to simply inform and hand over the housing for the end processor to "pre-processpreprocess" the material in the most concise way possible, and get it shelved in accordance with some previously, and some newly-established shelving practices. Having the end processor do the preliminary work makes things simpler for everyone.
BOXED COLLECTIONS
Boxed collections are housed in two different ways. Either they are in acid-free file folders with a re-inforced tab that stand upright inside legal-sized flip-top document boxes, or they are in 2-flap acid-free folders that rest flat in a box with an attached lid (called a clam-shell box) that was specially designed for ease of use in the Reading Room. Usually collections that present few special housing considerations and are not frequently used are stored upright and sent to HD. If a collection is too fragile to go to HD, or if heavy use is expected, it may instead be kept in flat boxes on site, since Houghton shelving is adjusted to accept flat boxes about 4" high. Shelving in the Harvard Theatre Collection (HTC) and at HD can accept either upright or flat boxes. When a collection uses both flat and upright boxes, each type has an identifying prefix. Manuscripts in the standard-size box, whether flat or upright, have the prefix "bMS", meaning "boxed manuscript", as part of their call number. Any flat boxes larger than the standard size are called "pfMS" boxes, for "portfolio manuscript". Rarely, an upright box that is part of a larger collection must be kept at Houghton, and in that case it has no prefix, and is shelved with upright bound volumes, as simply "MS", since it is too tall for the regular boxed manuscript shelves. This was reviewed in more detail under the previous section: "Call numbers/accession numbers, housing /storage indicators, shelving categories, and special locations".
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