Link to end-processing manual pre-FY24 revisions: HoughtonTechnicalServices-ManuscriptEnd-processingManual-231023-0806-10972.pdf

This is an older version of the Manuscript End-processing Manual that is undergoing some major revisions in August 2020.

(LEGACY): Manuscript End-processing Manual

Introduction

Most people think a manuscript is either a stack of 8 ½" x 11" papers (the draft of a novel), a bound medieval text, or a rolled or framed parchment of some sort. Many also think that labeling and storing manuscripts would not require much effort. People assume they are skilled enough already, and can do it efficiently without needing advice: probably better than anyone else. How hard could it be to get some folders and a box and put a label on them? The trouble is that there are many unpredictable aspects to end-processing manuscript collections, and challenging logistics behind readying them for use by researchers to be continually overcome. Obstacles arise from all directions. Effort from every region of the brain is required to overcome them. Consulting a manual may help.

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When item (3) is too big and fragile to fit into the box with items (1)-(10), is it necessary to find an unconventional way to store them all together; or is it better to store them separately and annotate the finding aid? What if an item is sharp, toxic, or otherwise dangerous to handle? Will a box of typescript items be deformed if a small thick volume must be stored in the middle of the pile? Would the answer be the same if the folders were stored upright? How does one safely store a tintype that must be boxed with a stack of letters? Can an an old piece of blotting paper be discarded? What if an item smells of moth balls? Should one remove a straight pin from an Emily Dickinson manuscript; or is it considered an artifact? Is it safe to send an item to the Harvard Depository? How should we store and label an item?

Goals and Expectations

Goals
The main goal of end-processing manuscripts is to ensure that patrons and staff can identify and handle material safely in housing that is neat and clean. Most manuscripts are therefore numbered, housed in acid-free file folders, and labelled on the upper left of the folder. Certain material is prepared for photoduplication or digitization by unfolding, and removing staples and paper clips. Unfolding the material also allows for more compact storage. By marking affected items "restricted", the Library honors agreements with donors. Manuscript end-processing is an essential activity that supports the Library's mission with regard to the care and security of its collections.

Expectations

Focus on the work while you are here: cell phones, social media, & schoolwork on your own time
Food and drink policies have changed in accordance with COVID 19 requirements.
Handle folders and manuscript material with clean hands.
Do one thing at a time and be careful of the original order that manuscripts are in.
Point out defects in supplies to the supervisor.
Proofread call number, source information, and accession number on labels before attaching.
Point out errors in descriptions on labels when matching items to their call number.
Don't discard fragments of collection material that contain text; or throw out any collection-related material (including old folders) unless instructed to do so.
Use only pencil, store pens and felt-tip markers in a drawer (felt-tip can ooze ink onto material if accidentally left open).
Leave work stations clean and organized.
Computers should be turned off before leaving for the day (unless you know it will be used afterwards).

Use of this manual

Both new catalogers, and student end-processing assistants should browse this manual as part of their introduction to the job after they are hired. Students should follow the expectations listed above, but also follow specific guidelines they are given for the collection they are working on and read carefully the sections marked as student responsibilities.The manual is kept by the manuscript end-processor who supervises student assistants. It is meant as tool for the end-processor rather than a set of absolute rules. It provides a snapshot of current procedures and is a memory bank for handling unusual situations that could recur. The more it is revised and added to by the manuscript end-processor, the richer a resource it will be for end-processing activities in the future. The details of end-processing, specifically formatting and placement of labels, involve some personal interpretation. Small variations that turn up in the work can be acceptable, as long as there is consistency within a collection.

COLLECTIONS AND SINGLE ITEM MANUSCRIPTS

Manuscripts are cataloged either as single items in ALMA or as collections with many items both in ALMA and with a finding aid in ArchivesSpace. There is an online shared Google Tracking Form document that can be used for either Collections or Single items passed down from catalogers. It can also be used for repair/rehousing requests from other Houghton departments. It consists of a form to be filled out by staff, and a spreadsheet containing data about everything that is accepted in the manuscript end-processing unit. Any staff member can request access to this document.

Call numbers/accession numbers, housing /storage indicators, shelving categories, and special locations : an overview

In order to navigate in ArchivesSpace, one needs to acquire a basic understanding of how Houghton's manuscript numbering system evolved. Manuscript call numbers used to have a "prefix"; a "stem"; and an "item" number, but the prefix had to be stripped away when searching in HOLLIS; and a new system of locating material, ArchivesSpace, made use of the prefix unnecessary and burdensome. The prefix would change according to the dimensions and storage location of a particular box. The stem always began with "MS", and the item number was always in parentheses. The call number, bMS Am 1200 (6), was a [b]oxed [MS] manuscript collection; [Am]erican; the 1200^th one acquired by the library; and it was the 6^th item listed in the finding aid. If this item had multiple folders, the first label would read: bMS Am 1200 (6) Folder 1 of 10. On box labels, brackets were used to abbreviate the folder number, for example: bMS Am 1200 (6 [1]). Besides indicating that material (if onsite) was located in the boxed manuscript stacks of the library, the prefix "bMS" also meant that the box was a standard size, but could be either flat or upright, either shelved at Houghton or at the Harvard Depository. The same things held true for items shelved in the Harvard Theatre Collection. But these are described as "Thr" [Theatre] rather than "Am" [American] or "Fr" [French], for example. An old Theatre Collection call number might read: bMS Thr 1200 (6). Houghton and the Harvard Theatre collection have approached shelving differently until now. Houghton segregated flat standard-size (bMS) boxes from flat larger (pf) boxes, and rarely kept upright document boxes onsite. Because ArchivesSpace uses a shelf numbering system to locate items rather than a sequential approach, we now have sections of the stacks that can accept most box sizes, eliminating the need to send material offsite due to the configuration of its container. The Theatre collection still stores all sizes of both flat and upright boxes next to one another on the shelf, but is moving towards also creating ranges of the stacks for specific sizes of containers.

The prefixes "fMS" and "pfMS" referred to "folio" meaning an upright volume taller than 28cm, or "portfolio", indicating a box larger than a standard (flat) manuscript box, shelved flat. An item with no prefix used to indicate a volume shelved upright, that was 28cm or less. Both single items and individual items from collections were shelved together sequentially. Since single items are cataloged only in Alma rather than in ArchivesSpace, they remain shelved sequentially in the old system. But gradually individual items from collections are being shifted to newly-created ranges that accomodate specific sizes of shelves that are pre-numbered. To see examples of the housing referred to in this section, see manuscript end-processing supplies.

EDITED above 7/22/20

Accession numbers
New accessions are counted according to what year they are received. They receive an "accession number" before they get cataloged, so we can keep track of them. For example, 84M-62 is the sixty-second item received in the year 1984. Until recently there was an asterisk in front of the year (*84M-62). Also until recently, items were initially shelved under their accession number in specially marked areas of the stacks while awaiting cataloging. Current practice is to assign a call number at the same time as the accession number. There is now no need for a separate holding area, as items are often immediately shelved without being cataloged or end-processed. This can create some confusion regarding retrieval, permanent housing and restrictions; but the new system was implemented on an experimental basis to address organizational and space issues.

Accession numbers : variations
Rarely, a printed books cataloger may use different spacing than we normally do. Manuscript accession numbers with suffixes normally have them in parentheses with a space between the accession number and the suffix, like this: 2015M-30 (173). They first show the date, followed by a capital "M", for "manuscript". Printed books often use different combinations of letters after the date, and sometimes do not keep the space between the accession number and the suffix, like this: 2015T-37(165).

In cases where there is more than one item represented by a given accession number with a suffix, the cataloger may put a lowercase letter after the parentheses (again, with no space) as a way of differentiating the specific items, like this: 2015T-37(165)a. This allows a search to reconstruct the original order of the items included under that accession number (i.e., 2015T-37(165)a, (165)b, (165)c...). It is not deemed important that manuscripts and manuscripts cataloged as printed books/manuscripts (hybrids) are handled differently.

Housing and storage indicators (*applies mainly to Houghton storage)

UPRIGHT STORAGE INDICATOR: MS
Items that are shelved upright have no prefix. Their call number begins with "MS" [manuscript]. This includes mostly volumes, and, occasionally, upright document boxes. Shelves for this designation are 31 cm. in P&GA stacks on basement, so items need to be 30.5 cm. or less. The average shelf height for mss. on sub-basement Pusey, is 33.5 cm, so items need to be 33 cm. or less. or less. However, shelves on sub-basement in Pusey for MS Eng, MS Ger, and MS Port are 33 cm. And shelves for MS Am, MS Ital, and MS Lat are 34 cm. So there is a range for all MS items of between 31 - 34 cm. shelf height. It is helpful to keep a piece of card stock that records the various height ranges for different categories. The manuscript end-processor will note changes in storage indicators that occur during end-processing and provide updates for the cataloger. The official size for MS has recently been set at 28 cm. for all future cataloging and shelving purposes.
Since 31 cm. is the exact size of our most commonly used pre-fab, when a tab is added to these pre-fabs, they will not fit on the P&GA shelves, which are also exactly 31cm. So these items must be designated "fMS" and shelved in the "fMS" section of the P&GA stacks. In most other areas of the stacks, the 31cm tall pre-fabs are designated "MS" because they do fit on the shelves after a tab is added. Also, unlike the general Houghton stacks on sub-basement in Pusey, P&GA does not put "f" sized upright items along the bottom shelves, but segregates them in an entire small section at the end of their "MS" storage.
Upright document boxes are 26.5 cm. tall--largest ones are 32 cm. tall. They would fit on most "MS" shelves but are seldom designated "MS" because "MS" is mainly storage for upright volumes rather than boxed collections. The word "boxed" has a double meaning, which can be confusing. A boxed collection is stored in various sizes and shapes of boxes that are purchased in mostly standard sizes from an archival supply vendor. A boxed single item manuscript refers usually to a volume that has had a custom-made clamshell type box and is normally shelved upright. The vendor we use that does such custom work is called "CMI". We therefore call these "cmi boxes". More detail is provided in a section below.
There can also be confusion when referring to the Pusey Stacks because of the two separate areas which are used for shelving Houghton and Harvard Theatre Collection material. The manuscript stacks in Pusey is entered through Houghton's sub-basement, and houses non-Theatre Collection material. The Harvard Theatre Collection has two levels of stack space and is entered via the basement level of Houghton. Though technically both Houghton and the Theatre collection have stack space in Pusey, they are two distinct areas. We don't currently have terminology that makes that distinction. Large manuscript collections waiting for end-processing are usually kept in the Houghton manuscript stacks in aisle Pusey-4,5 called the "collections holding area" on the sub-basement.

UPRIGHT STORAGE INDICATOR: fMS
The prefix "f" stands for folio, but for purposes of shelving, this simply means all items that are shelved upright, but are taller than 28 cm. They are kept generally along the bottom shelves continuously throughout the stacks. Though occasionally shelving is adjusted to create separate set of shelves for them.
"fMS" also designates an item shelved upright whose width (rather than height) exceeds the width of the regular "MS" shelves. This happens only occasionally. In this instance items are shelved along with all the other fMS items in order of call number.
The height of the fMS shelves varies. In the P&GA Houghton basement it is generally 3 contiguous shelves of 48.5 cm. with the bottom shelf 46 cm. In the Pusey sub-basement manuscript stacks, however, it is most often about 48.5 cm., but sometimes 49.5 cm. We do not generally have volumes bigger than this. When we do, sometimes they are extremely heavy, fragile, with lots of metal hardware in the binding that would do damage if shelved vertically. So anything taller than 49.5 would shelve flat and be called "pfMS", or "portfolio manuscript", and shelved in the "pf" area. As this was written, the official sizes of MS, fMS, and pfMS are being designated. MS is anything 28 cm. or less; fMS is anything larger than 28 cm. There are exceptions to this, however, in some of the special locations like the Keats Room, which does not have a separate area designated for "f"MS items.See SAMPLE BOOK (and rules) for labels and tabs.
(There is no manuscript category for anything larger than 49.5 to be shelved upright, except in the Theatre Collection. In other words, Houghton does not have a category of items called "pfMS" (horizontal) because there are no "pf" manuscript items that are ever shelved vertically).

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Any other new indicators can be viewed in the item record in HOLLIS, in the drop-down screen next to "Collection". PFC refers to the set of black flat files, called PF Cabinet, found on basement level with Typ items. These indicators are all available in ALEPH. See SAMPLE BOOK for placement and orientation of labels and folders in drawers for PFD and PPF.

Shelving categories at Houghton and Harvard Theatre Collection

MS = upright storage less than 28 cm. height
(distinct shelving area in Houghton and HTC): mostly upright volumes; occasional upright document box.
fMS = upright storage 28 cm. height or more
(bottom shelves of all MS shelving areas in Houghton and HTC): mostly upright volumes
bMS = boxed manuscript, flat storage, less than 13.5 cm. tall
(separate shelving area of Houghton sub-basement only): standard-size flat manuscript boxes
bMS = boxed manuscript, flat storage, less than 13.5 cm. tall
(shelved at HD): standard-size flat manuscript boxes.
bMS = boxed manuscript, upright document box, taller than 13.5 cm, height limited by HD specifications.
(shelved at HD): all sizes of upright document box and paige boxes.
bMS = boxed manuscript, flat storage, less than 13.5 cm. tall
(distinct shelving area of HTC, lower level): standard-size flat manuscript boxes; upright document boxes, & pfMS boxes of all sizes--all shelved together on continually adjusted shelving)
pfMS = flat box, less than 13.5 cm. tall, but wider and longer than standard size flat box
(in a separate pf area of Houghton): several different pf sizes all shelved together
pfMS = flat box, less than 13.5 cm. tall, but wider and longer than standard size flat box
(shelved in bMS area of Harvard Theatre Collection): several different pf sizes all shelved together with the standard-size flat box.
pfMS = large volumes, over 28 cm., that must be stored flat, but are not in a box are also shelved in the pf area of Houghton along with boxed pf items.
pfMS = large volumes, over 28 cm., stored upright on bottom shelves (only in HTC stacks).
There are other places in the library where some items are shelved, but this is indicated by a word or phrase that follows the call number. See below.
PFC = PF Cabinets on basement. This is storage for oversize items. There are 2 flat files, small black and large white.(lots of Typ stored here, but other things as well).
PFD = Case Range-half drawer (HTC flat files in Pusey). Folder labels read "pfMS" with "drawer" several spaces from end of call number.
PPF = Case Range-full drawer (HTC flat files in Pusey). Folder labels read "pfMS" with "drawer" several spaces from end of call number.
TRC = Most manuscript items in the Theodore Roosevelt collection area of the Houghton stacks.
zMS = anything in the z closet now has this prefix.

Special locations
Some collections are housed in specially segregated areas within the stacks. Some are housed partially in the general stacks, and partially in public or non-public areas outside the general stacks. The call number is sometimes augmented according to the distinct area in which the collection is shelved, such as a room or closet. However, sometimes the call number can reflect the donor, author, or subject that categorizes them rather than the location. Special locations such as these are named below. A listing of all such locations and sample call numbers appear below. Examples of shelf tabs and labels may be found in the sample book, a 3-ring notebook, that is being gradually transferred to this manual. It is mainly volumes that appear in public places.

SPECIAL LOCATION, public area : Dickinson Room
This refers to shelves inside locked glass cabinets. Some printed materials using EDR on their labels may also be housed in the Dickinson Closet, rather than the locked glass cabinets.

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shelf tab = zMS Am XXXX (However some items in the Z-closet have been removed and cataloged differently, though retaining their accession numbers which also contain a "Z", for example: 92Z-2) Items that will remain in the z closet are currently being cataloged with the prefix "zMS".

Responsibilities of the Manuscript end-processor

The manuscript end-processor oversees the preparation of manuscript materials for labeling, prepares and applies labels to single items; supervises and trains students who assist in these activities for boxed collections, and single items. The end-processor also keeps track of items that are restricted, based on information taken from the ALEPH records and finding aids, making sure that information appears on the labels, and that they are routed to the vault if necessary. The manuscript end-processor must also account for all manuscript items that are passed on for end-processing until they are shelved; handing off any changes or corrections to the cataloger when end-processing is finished.The manuscript end-processor assists with shelving new manuscript items. It is also the responsibility of the manuscript end-processor to address concerns about preservation, conservation, housing issues, and supplies with the Preservation Librarian and others.

Objectives
The first objective is to manage incoming material. This means trying to keep everything accurately labelled, and in a condition to facilitate access until it is end-processed. For example, things that come in loosely bundled with cloth tape should be transferred to a pre-fab, box or envelope as soon as possible. Upright items go on the top shelf of the red "INCOMING MANUSCRIPTS" truck inside the door of the work room. As time permits, like items may be grouped together, i.e. pre-fabs, CMI boxing, questions, items that need minimal work, etc. When the shelves start to fill up, however, the items will need to be worked on. Students help log in new material. The lower shelves of the red truck are used mostly for small boxed collections. Sometimes oversize or oddly shaped items have to be finished right away to make room for other items.
The influx of large collections, single items, middle-sized collections; coordination of supply needs; making good use of time and space are some of the "plates" that constantly need spinning. Students can help with routine large collections, which frees time for the supervisor to ready middle-size boxed collections for labeling, and to work on single items, etc. But boxes are always checked for contents and quality by the supervisor before shelving. The End-processing instruction sheet helps ready work for students ahead of time. Refining and updating that form is a good way to streamline the work. Adding to the manual on a regular basis is also key. More experienced students are usually better equipped to help with the numerous middle-sized collections, since there are many variations, inconsistencies and special preservation considerations. Below are some procedures, warnings, and tips for the manuscript end-processor.

Manuscript Log

The Manuscript Log is an Access database that organizes and formats information needed to produce manuscript folder labels as well as labels for: single items, boxes, spine labels, etc. It also automatically provides yearly statistics. Data is entered from the OASIS finding aid or the ALEPH record depending on whether it is a collection or a single item. The Manuscript Log will also record when the item is received, worked on, shelved, and can include notes about location. There is an "end-processing report" that can be emailed as a .pdf file to show completed work. Below, the data entry screen has been opened by clicking on "Manuscript Log" under "Forms" in the navigation panel on the left (underneath "All Access Objects").

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Everything worked on should be entered into the Manuscript Log, whether it is a collection or a single item. The call number, title, provenance, date received are taken from the availability screen in HOLLIS because the needed information is very clear on that screen. ALEPH is used, however, to pull out the accession number, since that does not appear on the availability screen. All information is cut, edited, and pasted into the corresponding fields in the Manuscript Log using the Manuscript Login macro.

After logging in a collection, since there will be multiple items, further information about those items must be imported into a separate database called the "Manuscript Folder Label database", which has a separate set of instructions. From that database, folder labels will be produced. One can then produce item record data, multiple box labels, email announcements, and keep track of bar codes, using a third simple database called the "Box Label database".

Producing labels for single items is a lot simpler. It only requires logging in the item as described above, and most of the needed labels will automatically be generated by the Manuscript Log, all of the different kinds of labels, and box labels are available.
If you know that a single item (like the one in the screen shot above) will only need a small label with the call number and the accession number, you can sometimes skip copying the description, or type in a brief description of your own. If a box or detailed folder label will be needed, the description field is important, however, and will need to be edited properly. The manuscript end-processor then fills out the rest of the form, adding zeros to the stem of the call number in the "sort as" field where needed, and recording the amount of items, labels, volumes, etc. completed. As of now, single items are not required to have a linear foot measurement entry in the database.

Raw data as in the donor/source field above can be left as it is unless it will be needed on a standard manuscript folder label. If the data in that field will be needed, the manuscript end-processor will need to edit out "Gift of", "Mr., Mrs., Prof., etc.", and shorten "Bequest of" to "Beq. ", or "Deposit" to "Dep.". Abbreviations on labels are standard procedure to save space. No matter what kind of label is needed, the end-processor will have to determine the correct information for the accession number field. If there is no accession number, then the date only should appear. If there is also no date, then either the "removed from" or the "recataloged from" or the "transferred. from" information should appear. (If it is necessary to further abbreviate, use "recat. from" or "transf. from"). If there is no source information at all, the abbreviation "n.s., n.d." (no source, no date) has been used, however, since cataloging language isn't uniform in the 541 field, this is no longer used. The information "no accession number" should not appear on the label, unless it is a standard manuscript folder label; but it is included in the record so there will be no question about whether that information was omitted. After an item is logged in, there is a list of labels to choose from in the navigation panel under "reports". These can be printed out immediately. In the cataloger's responsibilities section of this manual, a listing of information groups and customary wording in the 541 field needed for making labels, can be found.

Data can be lost if one is not familiar with Access and with the Manuscript Log database. Therefore editing of data must be done by someone familiar with manuscript cataloging language and practices. For these and other reasons, the manuscript end-processor backs up the Log regularly and oversees it. However, entry of the raw data can be done by a student, using a separate version of the log that is then edited by the end-processor and added to the main database. To do this, use the copy of the Manuscript Log in the shared student directory, that has been emptied and renamed, "student data entry". Students can then be instructed as follows, and when they are finished, the data they have entered can be edited and pasted into the Manuscript Log. This eliminates the danger of inadvertant changes to the database. The "Manuscript Login" macro assists with collecting information for logging in.

Manuscript Log : reponsibilities of students

LOGGING IN A MANUSCRIPT

Click on Manuscript Log under "forms" in navigation panel on left.
Click on the double arrows at top right of navigation panel to close it.
Minimize Access, open HOLLIS, and type "o" in the left column to get to "Other call no."
Type in the stem of the call number (do not use prefixes "b", "f", or "pf") and hit enter
Print the first page of the record
If an "electronic aid is available" click on link, then "easy print view" in upper right (to the left of "help") and print out the OASIS finding aid
Staple the finding aid together and paperclip it to the other papers you will be printing out
If a finding aid exists, cut and paste the information from the first page into the database instead of using HOLLIS, as below.
Otherwise, follow the steps below to collect and transfer the information
Click on the HOLLIS "availability" screen, highlight the call number, and paste it into the Log
Paste the call number also into the "sort as" field
Transfer the description and provenance [donor/source] information in the same manner.
Transfer any RESTRICTION information to the "additional information" field in the log, and circle it on the HOLLIS printout. If there is not enough space, type in the basic information by hand.
Minimize Access again, open ALEPH, again omitting the prefix to search for the call no.
In ALEPH scroll down to the last line, under the tab, "MARC tag"
Hit F11 to print the full ALEPH record. To assist with proofing, do the following:
Circle the call number and accession number where they appear together on one page.
Paperclip the ALEPH printout to the HOLLIS & OASIS printout, beneath the tracking form
Find the "541" field, click twice on it to highlight, and copy it (if there is no 541 field, use whatever field has the accession number or source information in it. See "Trouble Shooting" below).
Paste it into the "accession number" field in the Manuscript Log
Enter the date into the log for each item; and enter the statistic "1" under "#call number" on the right. (The manuscript end-processor will enter the rest of the information).Click on the last right arrow with the yellow mark at the bottom of the screen to create a new record

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HTC-LC CALL NUMBER
We are not required to end-process items with an HTC-LC call number because these are classed as printed material and are normally end-processed on the mezzanine. But sometimes an item will makes its way to us because it needs some special housing that mezzanine cannot provide. If you are asked to log iin call numbers that start with HTC-LC (for example: HTC-LC N5054.S7 1968) you ahould aearch HOLLIS under "Call number (Library of Congress)" and begin typing after the HTC-LC prefix.

MULTIPLE AUTHORS/MULTIPLE WORKS BOUND TOGETHER
There can be multiple entries for one call number in HOLLIS when different works (by the same or by different authors) are bound together. Pick the first call number listed and use the data from that record for the Manuscript Log.

FIELD 541 IS NOT PRESENT
In older cataloging, the accession number and other source information is often the 8528 (or other) field. In this case, copy the information from whatever field has the necessary information into the accession number field in the Manuscript Log. See samples below.

FIELD 541 IS NOT PRESENT, sample #1

LOGGING IN A MANUSCRIPT : TROUBLE SHOOTING (for students) continued...

FIELD 541 IS NOT PRESENT, sample #2
If you find no accession number and it does not say "no accession number", then put whatever information you do find into both the accession number and the donor/source fields in the Manuscript Log and let the manuscript end-processor edit it later.

Item records and barcodes in ALEPHImage Modified

Whether something is going to the Harvard Depository [HD] or not, each separate volume, enclosure, or container of a collection or single item, must have a barcode and an item record in ALEPH. The default setting is for items that stay at Houghton, with the material type "mixed", the item status "02" and the sub library "Houghton". The shelving indicator (prefix to the call number) under "collection" is controlled by the manuscript catalogers. Below is a default item record for one box in a collection to be shelved at Houghton. Item records created by catalogers have the item process status "CT". But item records that were created in a batch by the system have the process status blank. Sometimes these system-created item records also have "SBC" [smart bar code] that should be deleted. A previously created item record might also have a "note", indicated by a red check. Often the note can be deleted if it is no longer relevant.
Besides the samples shown here, printouts of sample default item records are kept in the Computer Notebook for easy reference. More detailed information about barcode entry, etc. can be found in the BOX LABEL INSTRUCTIONS.

*Note that there are special instructions for use of barcodes with Autograph File and Catchall collections. Any size box containing these types of collections will get a barcode. The folders inside the box do NOT get barcodes. Likewise, oversize PFD and PPF folders from these sorts of collections (in drawers in HTC) do NOT get barcodes. The only folders that receive barcodes in one of these drawers are single items that are not part of an Autograph file or Catchall. PFD or PPF folders from (non Autograph file/Catchall) large boxed collections are marked with the prefix "pf" and marked "(drawer)" on the label after the item number, but do not need barcodes. Such individual items are marked in OASIS as PFD or PPF, which is the reason no barcode is necessary. See Autograph File and Catchall collections under "COLLECTIONS".

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Note: We no longer use light blue/gray corrugated cartons for sending collections to HD because they were too weak for the amount of material they held. Whenever these old boxes break down we replace them with the standard #15 Paige boxes. (Replacing them with smaller sturdier boxes would require re-numbering large series' of boxes, which is too big a project). But the handles on Paige boxes, or even the box itself, gives out too sometimes from the weight of the contents and must be replaced. Paige boxes are referred to as "cartons" in an item record. Newly processed collections are currently parcelled into smaller standard size boxes whenever possible, rather than into Paige boxes, so that weight is not an issue.
For large collections there is a special Access Box label database in the Collections folder.

Procedures, warnings, and tips for the Manuscript end-processer : all manuscripts

*For examples of solutions to especially difficult housing issues, see slide shows under HOUSING SOLUTIONS, listed in the appendix.

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In preparation for large digitization projects like Colonial North America, an entire collection may need to go to preservation.To assist Weissman Preservation Center (WPC) staff, the slide show: Temporary housing for preservation projects demonstrates how a collection can be re-boxed for travel and to accommodate necessary re-housing and re-labeling that will take place by end-processing staff when work is completed

WATER-BASED ADHESIVES
Use squirt bottle of water and paper towel to clean sticky fingers while working.
Clean bone or teflon folder, bowls, brushes with warm soapy water, and dry with paper towels.
Bowls and brushes are rinsed periodically with alcohol.
Do not set a water jar directly on a table.
Store the squirt jar of water vertically inside the plastic bin when not in use.

Responsibilities of catalogers : all manuscripts

See the instructions for Numbering folders, labeling boxes, send to end-processing in the Manuscript Section, Processing manual, from the Houghton Technical Services Wiki.

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Numbering folders, labeling boxes, send to end-processing

and Tips for catalogers.

COLLECTIONS

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 Hollinger 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".

COLLECTIONS OF BOUND VOLUMES
Some collections consist of diaries or scrapbooks, etc. In this case, the "(item number)" represents one of the bound volumes, rather than a folder full of loose sheets. Volumes that are stored upright have no prefix. Their call number begins with "MS". If they are shelved flat, their call number will begin with "bMS" whether they are in a box or not, because all flat items that approximate the size of the standard flat box (11x15x3") are shelved in the same area. In this instance "b" means "boxed", but also refers to a specific area of the stacks. There is a separate section on end-processing single items that applies to end-processing such collections.The difference between a collection of bound volumes and a single item bound volume is that the single item will not have an OASIS finding.

Basic steps for end-processing collections : standard folder labels (REVISIONS IN PROGRESS)

These instruction are based on a filed named: README.txt within the folder: H:\HOUGHTON\Technical Services\MS Section\MS documentation\hou.labels.folders

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Alternative Steps for end-processing collections : abbreviated folder labels
SEE: Simplified folder labels for a collection

Responsibilities of students : all collections

Unfold all material unless it protrudes or nearly protrudes from the folder afterwards.
Do not try to flatten random creases or dogears (bent corners).
Remove paper clips by bending rather than sliding, as instructed.
Remove staples with microspatula as instructed, unless the staples are part of the binding of a pamphlet.
Remove brads, straight pins, etc. only if instructed to do so.
Flag photographs or other unusual material, as instructed.
Note item numbers and describe any problems or questions, as instructed.
Interleave or otherwise segregate harmful or delicate material as instructed
Do not try to remove pressure sensitive tape or adhesions from manuscripts, keep a list of such items.
Do not use pressure sensitive (scotch, etc.) tape to mend or construct enclosures of any kind.
Do not attached "post-its" directly to manuscript material of any kind, unless instructed.
Adhere label to front of folder, as instructed.
Keep erasure spread minimized so it doesn't get into the folders.
When an item is labelled incorrectly and the folder is going to be reused--be sure to line through the old label in pencil as soon as possible so that there is no confusion about whether something is missing from that folder. Also double or triple check to make sure nothing is in it before giving it to the supervisor to be used as scrap.
Inform supervisor of items that still have cataloger's notes in them
Discard any incorrect or irrelevant labels before you leave for the day, so there will be no confusion about items being overlooked.
Make temporary box labels and enter box label data into excel spreadsheet as instructed
Do not use pens of any kind around manuscript materials.

Follow the End-processing instructions sheet for each collection, and complete verso, after reading Goals, Expectations and General Procedures listed above.
Follow any special Guidelines (for sample, see: Guidelines in the notebook, if any, as instructed.)
Read and follow all sections concerning students below.

Procedures, warnings and tips for students : all collections

APPLYING FOLDER LABELS AHEAD OF TIME
Sometimes collections will need to be refoldered. Do not apply labels in advance to empty folders in order to "save time" as this can cause one to mistake an empty folder for a finished one and it can throw off the numbering of all the items. Also some items may turn out to be oversize and shelved separately, requiring a different size folder. If there happen to be many such items, the wrong size folder will continue to be labelled and supplies will go to waste. Applying labels slowly and carefully matching them with the items one at a time makes this less likely to happen, and provides an extra measure of "proofing" of everyone's work.

BINDING MATERIALS
Sometimes a group of papers is bound together with brads or staples or sewing along the edge. Always make a note of such bindings and ask whether to remove them. Usually staples are left in if they are part of a formal-looking "binding", or in a pamphlet. Usually brads and thread are removed as they can more readily damage the paper. Certain kind of brads are not removeable with ordinary tools, so they are left in. However, it is best to ask first, as the curator sometimes has a specific reason for wanting to keep the binding intact. (Even though as a standard practice, we remove staples that often appear on the upper left corner of a group of papers.)

BOX LABELS
Place a label holder on the box, rubbing it down with a teflon folder as instructed, and cut and fold the backing paper from the self-adhesive box label holders to make temporary labels that list the call number and range of items in pencil. If we run out of label holders temporarily, use post-its on the boxes. Center labels on the short end of the box unless otherwise instructed.
Items at the beginning or end of a box range that are shelved out of sequence do not need dummy folders because that information appears on the box label.
Use brackets to denote folders. However, folders are only specified when the sequence is broken and continues to a new box. On a box marked: (377)-(378), where item (377) has twelve folders, but all twelve are in the same box, there is no need to indicate the range of folders. If the sequence of folders was broken, the labels might look like this:
Box 9: items (376)-(377 [2])
Box 10: items (377 [3]-[5])
Box 11: items (377 [6])-(378)

CORRECTIONS TO THE FINDING AID
Affix a large lined post-it sheet to the verso of a page that lists items needing correction or having questions. Allow the bottom edge of the post-it to protrude about 1/2 inch below the page so it is easily visible. List the item number and the question/correction. For example: "(1) = 2 folders, not 6?" or "(37) = sp. 'tomayto'?" Affix a matching color small post-it to the temporary box label, listing each item number that has a question.

EXCEL BOX.LIST DOCUMENT
We no longer use the excel spreadsheet "Box.list" to record the correct prefix (b, or pf), the range of item numbers in each box, items needing "dummy folders", and other notes, such as missing items or other problems of any sort. It proved to be too time-consuming and caused confusion because it made for one too many places in which to keep and duplicate corrections. See CORRECTIONS TO THE FINDING AID.

FINISHING A COLLECTION
Make sure that all papers and unused supplies, etc.leftover after a collection is finished are neat. Discard any labels that you know are not going to be used so that they don't create confusion about whether the work was complete. Any labels that are left behind should be clearly marked as to why they were not pasted down before handing peripheral materials to the supervisor, who will note any further necessary corrections to the finding aid. Give all leftover materials/supplies to the supervisor as well, and make sure the work station is clean and ready for the next collection.

FOLDERS AND ITEM NUMBERS
Catalogers sort collections into folders and number them. They sometimes they number smaller collections in pencil, but for larger ones, they use removable stickers. The end-processor will print these out for the catalogers from the Manuscript Log database. They can also be printed using the removable stickers word document. Great care must be taken not to print these on permanent labels instead of removable ones (use Avery 6467).]
After matching the item number of the permanent label with that of the removable sticker, affix the label and rub it down well, especially on the corners and edges, with a teflon folder. Then place the removable sticker neatly on a piece of scrap paper and keep those all in order until the collection is finished. That way if an item is missing we'll know whether or not we saw it.

FOOD AT WORKSTATION
Drawers at the workstation are marked "no food". Students should take breaks (a 15 minute break every 3 hours) and eat in the staff lounge or outside the building. A bottle of water is alright as long as it is kept capped and away from collection material; and is taken home or stored in staff room at end of shift.

INTERLEAVING AND INNER FOLDERS
Interleaving should approximate the size of the folder (about 1/16" smaller on all sides), not the size of the collection material. Use legal-sized sheets of permalife for legal-sized folders, and letter-sized sheets for letter-sized folders. We have packages of inner permalife folders with tabs for both legal and letter size folders. There is also a box of permalife, phototex, and Apollo tissue interleaving folders that we custom cut ourselves for items stored in flat standard size boxes. In some cases, use inner folders of folder stock, as instructed, which we also sometimes custom cut and keep in a document box for collections stored upright. User inner folders and interleaving sparingly so as not to add unnecessary bulk to a collection, or to overuse supplies.

NEGATIVE ON FILE STICKERS
A blue dot pasted anywhere on a folder (any folder any time) is our symbol that a negative or slide is on file. Let the manuscript end-processor know if you see any blue dots anywhere by noting the item number.

POST-ITS
We don't use post-its ("sticky notes") on manuscript material because it can leave a residue that collects dirt. They can also harm some leather covers. However, in modern collections a post-it might be part of the material. In that case, make a note of the item number and you may be asked to put it in a permalife inner folder to protect other items, in case it were to detach. If there is an excessive amount of post-its throughout the collection, we might decide not to use any inner folders at all though, as it would add too much bulk and use up a lot of paper.

PRESSURE SENSITIVE TAPE
"Scotch tape" or "masking tape" is referred to as "pressure sensitive tape", meaning it adheres because pressure is applied to make it stick. If an item has tape on it, you may want to put them into an inner folder (of folder stock) if the adhesive is oozing out. Or if the adhesive seems dry and stable, you could interleave it on both sides with the correct size of permalife instead. For excessive tape, or badly oozing tape, make a note and tell the supervisor. We sometimes put them into a mylar inner folder to contain the adhesive and keep it and/or stains from the tape from migrating to other items. Do not try to remove tape.
If you find tape whose adhesive has dried and it has "popped off" by itself, you should examine it carefully to see whether it has any text on it at all, any pencil, pen, or typing or marks. If it does, we should keep it, ask the supervisor what to do. If it doesn't, ask whether it's ok to throw it away. In some very rare instances, with items which have lots of editing that uses scotch tape and small pieces of paper, conservators might find such a thing useful in order to restore the original order. But in most instance, we just throw away a piece of scotch tape with no text.
Do not put pressure sensitive tape (scotch, etc.) on any enclosures, as it can stick to materials and cannot be easily removed. Enclosures are designed to function without the use of tape and adhesives whenever possible, in order to minimize exposure of material to dangerous substances. Also, enclosures are designed to avoid having to slide materials in and out. For example, a 4-flap enclosure is meant to be pealed open. It is not meant to function as an envelope.

REMOVING STAPLES
Remove all staples at upper corners and random staples. See "Binding Materials" for when to leave staples in. Do NOT use a "claw" type staple remover. Get a demonstration of the procedure below. Place sheets flat on a table with the ends of the staple exposed. Slip a microspatula under one end at a time, rotating the spatula to lift the end up. Turn the sheets over and slip the spatula under the front part of the staple and rotate until you can pull it out. If thin/fragile paper, put the corner of a rectangle of mylar under the two ends of the staple first and then try sliding the microspatula under them.Ask for instruction or assistance with fragile items or heavy duty staples before proceeding. Sometimes staples can safely be removed from thin/fragile paper using one's fingernail.

TRANSFERING ITEMS FROM ACID-FREE FOLDERS
We have a stock of re-useable acid-free file folders that catalogers usually use for sorting collections. They come in various whites, and in a greenish tone. When transferring materials out of these folders, please turn them completely inside-out and stack them in an up-turned Paige box. If they all face the same direction (i.e. all fold edges going same way in box) they will tilt and start to fall out of the box. Once they start tilting, change the direction you are stacking them and it will even out. This makes for a neatly filled box of empty folders, ready to be re-used by the catalogers on another collection. When the box is full, stick the front of one of the folders out of the front of the box and store with other boxes of empty folders. It is best to separate out the greenish ones as they don't erase very well. We sometimes find other uses for them.

TRANSFERRING ITEMS FROM NON-ACID-FREE FOLDERS
Catalogers sometimes use old folders to sort collections, and expect us to transfer material into new folders. If it has been determined that the old folders are not acid-free, you will be asked to unfold them completely as you go along, to make sure there is nothing left behind, and rip them in half along the fold. Then shake them gently as a double-check, and give them to the supervisor to dispose of. We never throw out any old folders without opening them and tearing them in half first.
Do not stack the folders as you go along, intending to unfold and tear them afterwards, as this creates another chore and a pile, which cause confusion. Someone may come across a pile of folders and take them, thinking they are empty and re-useable, only to find a manuscript accidentally left behind. And, if someone takes such a pile and decides to throw it out, then anything that was left behind would be unknowingly lost.

Procedures, warnings, and tips for students : upright collection.

APPLYING SELF-ADHESIVE LABELS TO ACID-FREE FILE FOLDERS
Position manuscript material away from the reinforced tab of the file folder.
Work slowly so label doesn't accidentally adhere to manuscripts.
Label should cover any penciled text on the upper left tab and sit about 1/16" below top edge
Text that might protrude should be erased before the label is affixed to avoid smearing ink.
Use white Mars plastic Staedtler erasers for folders, sweep work area frequently into wastebasket.
Be consistent with placement in a given collection, once the location is chosen.
Do not reapply spoiled labels: keep a list of reprints needed.

FILLING AN UPRIGHT DOCUMENT BOX
There are acid-free board "spacers" available to prevent this from happening. There is also both a thinner and a wider version of the document box available. If you cannot slip your hand into the back of the box, it is overfull. But it is also important not to under-fill the box. The folders and their contents will start to slip and curl at the bottom if the box is not adequately full. Consult the supplies slide show.

FILLING AN UPRIGHT FILE FOLDER AND WHEN TO CREASE BOTTOM OF FOLDER
In addition to the crease along the bottom of the folder, there are two additional score lines that could be folded to adjust the thickness of the folder if necessary. When in doubt about where to crease the folder, it may be better not to crease it at all, but inform the supervisor so that they can take care of it or give you advice. The supervisor can use the guidelines below:

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VOLUMES STORED UPRIGHT IN BOX
If volumes are too tall to stand normally inside the box, or if the bottom of the text block is flush or slightly longer than the bottom edges of the boards, let the volumes rest on
their spines within the folder. If they are stored with the spines up, it will put pressure on the boards and they will eventually detach.

Procedures, warnings and tips for students : flat collection.

APPLYING SELF-ADHESIVE LABELS
Position manuscript material away from the upper left corner of the folder, to create a flat surface on which to rub down the label, and so as not to put pressure on the material itself. Return manuscript material neatly to its final location within the folder. Work slowly so label doesn't accidentally adhere to manuscripts.
Label should cover any penciled text on the upper left corner and sit about ¾" below top edge and about ¾" from the left (folded) edge.Text that might protrude should be erased before the label is affixed to avoid smearing ink. Be consistent with placement in a given collection, once the location is chosen. Do not reapply spoiled labels: keep a list of reprints needed.

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KEEPING ORDER INSIDE THE FOLDER
Keep sheets as square as possible inside the folder, but do not try to pick them up and tap the edge on the table, because often they are fragile. Instead, for badly disarrayed sheets, lay them on top of each other one at a time slowly and carefully. But do this only if they are badly disarrayed or it will just waste a lot of time. Most collections probably won't even need to be neatened up. Keep the original order of the material, make sure no sheets are upside down (unless you can determine that this is part of the correct order).

Procedures, warnings and tips for Manuscript end-processor : upright collection

DOCUMENT BOXES
For upright document boxes, use archival corrugated board "spacers" boxes that are not all the way full. Document boxes come in half width, tall (12 ¾"), and wide (7"). We use the wide and tall rarely so as not to have too many different types of supplies to stock, store, and keep track of. Occasionally we use letter-size boxes, when it better suits the material. But we have only standard and half width of these. We custom make folders out of scrap for the tall document boxes, cutting them to the full height of the box. See Supplies Database for details on boxes.

UPRIGHT MANUSCRIPTS TALLER THAN FOLDER
Use a custom inner folder, which we cut from white acid-free folder scrap and store in a legal-sized document box (Hollinger). Unlike the legal-sized folders, these folders are the full height of the box and provide protection for manuscripts that would otherwise protrude from the top of the folder. These inner folders do not have tabs. We use these custom folders for protection, even though they cover the label on the reinforced tab of the outer folder. If vendors made folders the full height of the boxes, we wouldn't need to make our own. If such folders were available, we would use them exclusively, because it is safer to have the folders all of equal height. Occasionally we might use the custom folder alone rather than as an inner folder. In that case, we would put the label on the outside front of the folder so it is visible.

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UPRIGHT MANUSCRIPTS TOO TALL FOR DOCUMENT BOX
For a collection that is going to HD, use an extra tall (12 ½") Hollinger box for items that are best stored upright but do not fit into the regular size document box. DO NOT use a tall document box for HTC items that will be stored onsite, as they exceed the dimensions of the shelving. Use of the tall document box may be re-evaluated so that the number of different kinds of boxes and supplies can be minimized. In that case, we may decide to use flat boxes for those oversize items. For items that are removed from their normal sequence, the manuscript end-processor will annotate the Finding Aid Correction notebook with "shelved at end of collection" or "shelved as pf at end of collection".

Procedures, warnings and tips for Manuscript end-processor : flat collection

FITTING OUT A BOX
Here are some examples of boxes fitted out for minimal movement of contents during transport to HD. In future this level of customization may be reserved for extraordinarily fragile items. (see sample box fitted out for transport).

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3-FLAP FOLDERS
We are using up the supply of these sturdy custom folders on collections of photographs or collections that have many small delicate pieces to be kept together. The Reading Room uses spoiled 3-flap folders to transport materials for reproduction, because they keep things from falling out. We no longer buy them because they are a bit difficult and time-consuming to fold, their thickness uses up a lot of space, and they are a bit cumbersome in the Reading Room.

Autograph files and Catchalls

AUTOGRAPH FILES
The large collections referred to thus far are mainly closed groupings of items from the same source, such as gift or bequest of a certain individual, or purchased with a particular fund. But some collections are composed of items that each have a different source. They are grouped together either because they provide examples of handwriting and signatures of famous literary figures (hence the name Autograph file), or because they are miscellaneous and unrelated (usually) single sheets.There is a rather large Autograph file at Houghton and in the Theatre Collection. They were begun in the early years of the library and we continue adding to them. Their call numbers are : "Autograph file" and "HTC Autograph file". Items in these two collections, are filed alphabetically by author. They do not have item numbers like most other collections do. We have not added barcodes to the boxes for the Autograph files because each item, within its folder, has its own item record (see: Item Records and Bar codes). The number of boxes cannot be determined by looking at the item records for these collections. If a box is added, the finding aid should be updated. That is how one would know the number of boxes on the shelf.

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For consistency, information about box and folder sizes is added to the Catchalls database via a drop-down menu:

SINGLE ITEM MANUSCRIPTS

Single items do not have finding aids in OASIS, because they don't represent collections of anything, but stand alone. They come in many shapes and sizes. They can be sheets of paper that get put into an acid free folder within a prefab; a bound volume requiring no housing; a volume or sheets of paper inside a cmi or preexisting box; an oddly-shaped item inside an oddly-shaped box; an upright document box with multiple folders; a flat clamshell box with multiple folders; or pf boxes of any size with multiple folders, etc. Single items can be shelved at Houghton or can go to H.D. There are many variations.
NOTE: Sometimes a small manuscript collection will arrive that seems more a single item, because it doesn't have a finding aid in OASIS. Instead, the "items" are listed in the 520 field. It is easy to get confused, even though there are separate tracking forms for collections and for single items. Custom procedures are required to produce the labels for such collections, since the format/placement of data doesn't conform with that of other manuscript collections. If the collection is end-processed as a single item by mistake, some of the information could be misconstrued on the labels.

Basic steps for end-processing single item manuscripts

■ Receive single items on the top shelf of the red "incoming manuscripts" truck in the manuscript end-processing work room.
■ Flat boxes are received on the lower shelves of the red truck, but exceptions can be made to conserve space.
■ If there is no space for the item on the truck, use the shelves behind the manuscript end-processor's work station. If a collection is more than 2 Paige boxes, consider using the overflow area on (basement) B N-26.
■ If B N-26 is used, make sure the call number is added to the list of items shelved there and make a note of its temporary location in AEON.
■ Make sure the AEON slip accompanying the item shows the item is checked out to Manuscript end-processing. There should be no need to go into AEON until the item is ready for shelving.
■ Whether stored upright or flat, receive information about the item from Manuscript Collection & Single Item tracking form (viewable only in: Adobe Acrobat DC and the ALEPH printout (with circled call number and accession number) from cataloger.
■ Examine item to make sure call number is visible and item is safe or in a safe enclosure while it is on the truck waiting for end-processing.
■ Discuss questions with cataloger or relevant others. Repeat this step whenever necessary.
■ As time permits, enter the item into the Manuscript Log, or batch items and have students log them in, using steps provided earlier in this document.
■ Print out the necessary labels from the Manuscript log, and end-process items according to practices and procedures listed below.
■ In ALEPH, create an item record, if none exists, using the guidelines in this document.
■ Scan bar code of the item into the item record.
■ Log out completed items, noting date shelved and number of labels made, etc.
■ Route items to "re-shelved" in AEON and place them on large white truck near door.
■ Note the date shelved on the tracking form and file it in box next to workstation, according to call number.
(These are kept until statistics are finalized at end of fiscal year).

End-processing single item manuscripts : no housing required

Bound manuscripts (volumes) that are not part of a larger collection sometimes require no housing. The procedure for end-processing such volumes is different than that of boxed collections. Volumes without preservation issues or loose sheets/inserts can go upright on the shelf as they are after receiving labels and a shelf tab. Sometimes, however, volumes are housed flat because their boards have a worn bottom edge that will cause the volume to rest on the text block, and thus damage it over time. Volumes stored flat for this reason (usually larger volumes) may not require a box, unless they have loose pages or other preservation issues.
*NOTE: If a loose page or two at the beginning or end of the volume has made a clean break, the volume may be a candidate for quick repair, as this would be cheaper and faster than having a box made for it. Consult with or route the item to the Preservation Librarian, who may have further consultations with the curator or head of technical services. The same can be said for a detached board or spine. All single item volumes that do not require housing receive the following labels:

■ small label for back of volume:

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*NOTE: Volumes that are going individually to Harvard Depository (offsite storage) do not require shelf tabs. They are tied into a Tyvek envelope and the barcodes and labels are applied to the exterior of that envelope, as outlined under End-processing single item manuscripts : Harvard Depository (offsite storage).

End-processing single item manuscripts : CMI boxes

Sometimes volumes come to end-processing needing a box because they have a detached board, vulnerable text block, or some other preservation problem. CMI is the name of a company that makes custom boxes and four-flap enclosures for volumes of all shapes and sizes. The volume is labelled but not barcoded because the barcode will go on the outside of the box rather than on a shelf tab. Volumes with loose pages or inserts are also boxed whether they are in good condition or not. Such volumes are put into a white acid-free envelope whose flap has been trimmed off (at the request of the Preservation Department). Currently they are checked out with an AEON call slip that routes them to "Preservation – CMI boxing". We used to put these items on the "boxing shelves" on sub-basement in Houghton where they awaited measurement by Preservation staff, making an effort to keep them in order of their call numbers. Items are now measured by the Manuscript end-processor or a student trained and supervised by the manuscript end-processor, basically following the written instructions that were used by the Preservation Officer in the past, though the workflow has changed.
Volumes that go into a CMI box get a small label inside the back cover, just like an upright volume that does not require any housing. They also get a donor plate. But instead of a shelf tab, they will receive a spine label with the call number, and a barcode will go on the upper left of the front of the box. If there is no place to put the donor label on the volume, it can be pasted inside the front cover of the box instead.

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FITTED OUT pre-fab: MS Russ 131 (also listed under "Single item manuscripts : Pre-fabs")

End-processing single item manuscripts : cloth boxes

Rarely, if an item is very valuable and important it may require a cloth box, possibly with a leather spine label. In this case, the volume receives a donor plate and a small label as would a volume that did not need housing. If there is no place to put the donor label on the volume, it can be pasted inside the front cover of the cloth box instead.
The volume is then into a white acid-free envelope whose flap has been trimmed off. An AEON call slip that routes them to "In Conservation - Boxing" and a preservation routing slip is included that mentions a cloth box is required. The volume is then given to the Technical Services Librarian on mezzanine, who brings it to Preservation.
When the boxes are ready, Preservation staff will bring them to the end-processor for labeling and final shelving.
If a spine label hasn't been affixed by the box maker, or if the call number doesn't appear on the spine label that the box maker has made, a neat, formal-looking paper label on rag paper should be made, consisting of only the call number. It can be pasted on with pva, as methyl cellulose might not hold. The bar code can then be adhered with pva onto the front upper left corner of the box, as is done with cmi boxes.

Alternately, a short shelf tab can be made using the shelf tab report in the Manuscript Log:

shelf tab:
(front)

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*NOTE: Upright volumes in cloth boxes for volumes that are going individually to Harvard Depository (offsite storage) may be labeled differently. See section on End-processing single item manuscripts : Harvard Depository (offsite storage).

End-processing single item manuscripts : pre-fabs

Some single item manuscripts might be merely a few sheets of paper. Rather than wasting a box for such a small amount of material, or having a custom cmi box made, we put them into pre-fabricated (pre-fab) enclosures made by Gaylord, so they can be stored upright with bound volumes. These are stocked in several sizes and stored on Mezzanine and in a special aisle of the stacks in Lamont, known to the books end-processor.
Sheets going into a prefab need a labelled two-flap inner folder to keep them from falling out when the pre-fab is opened. Students make these ahead of time from scrap and they are stored with the pre-fabs on shelves behind the end-processor's workstaion. Pre-fabs used in this manner also receive a donor plate pasted inside the front cover, an identification label on the front, and a barcode under that.
Items accumulate on the truck with the tracking form and ALEPH record, and AEON slip protruding on top and visible. When the truck is beginning to get full, items consisting of loose sheets (sometimes having arrived in white acid-free envelopes) should be transferred into the proper size pre-fab.
Paperback or otherwise vulnerable volumes of a certain thickness also go into pre-fabs. These volumes receive a small label in the back, as is the case with most other volumes. The donor label is pasted inside the front of the volume, rather than inside the pre-fab whenever possible.
Items consisting mainly of several loose sheets that require an inner white paper have their donor plates fully pasted down inside the front of the pre-fab, since there is no book "board" upon which to affix it.

Between projects, the manuscript end-processor finds the right donor plate for each item, and produces all needed labels for volumes, inner folders, etc. Pre-fabs can be batched for pasting in the donor plates and other labels, and done by students. If done in batches, prefabs can be left open and stacked in small piles to dry.

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*NOTE: Single items in prefabs that are going individually to Harvard Depository (offsite storage) are labeled differently, as noted in the section End-processing single item manuscripts : Harvard Depository (offsite storage).

End-processing single item manuscripts : flat or upright document box

A single item manuscript consisting of many sheets of paper in folders, will be housed either upright in a pre-fab; upright in a document box or flat in a flat box.
One can make a single folder label using a Word template if that is what seems easiest at the time. See: Labeling single items. But making a single label in Word can cause unanticipated formatting problems. It is easier to simply use the Manuscript Folder Label report in the Manuscript Log. As long as the information is entered into the Log correctly, there should be no problem printing a single label for an item.

Follow steps for making abbreviated manuscript folder labels listed in simplified folder labels for a collection. Instead of printing out an OASIS finding aid, print out the first page of HOLLIS. It is much easier to work on something when you have the record printed out in front of you, and it accompanies the item until end-processing is done. Instead of taking the data for the Manuscript Log from an OASIS record, use the availability screen in HOLLIS, and use ALEPH 541 field for the accession number. Skip those portions of the document that pertain to multiple folders, as a true single item will not have multiple folders, but will be simply (for example): bMS Am 2440 Folder 1 of 3, Folder 2 of 3, etc. A single item does not normally have "(item)" numbers in parentheses like a manuscript collection does. Though occasionally a cataloger will list pseudo-item numbers in an ALEPH record when there is no OASIS finding aid.

If using a small label that has only the call number and accession number, choose the report: Spine labels numbered adjustable, so that you can enter "1 of 3", "2 of 3" in the "item" field (because "Folder 1 of 3" is too long to fit on that size label). If using a larger label, choose the Alternate folder label report instead.
If using a large full label, choose the report Adjustable Manuscript Folder label and type in Folder 1 of 2, Folder 2 of 2 into the "item" field in the Adjustable labels table in the Table list. The box label can be printed out directly from the Manuscript Log using one of the Box Label reports.
Fill out an End-processing instruction sheet for single items to be housed in document boxes, and keep it with the box, along with the ALEPH printout, call slip, and labels. Review the instruction sheet and materials with the student before allowing them to begin end-processing the collection.

If the item is to be shelved in an upright document box, follow the pertinent information on upright housing covered earlier in this document. Similarly, if it is to be shelved flat, follow the pertinent information on flat housing.
After the folders are labelled, inspect each box briefly for quality control while making sure all items are present before shelving.

End-processing single item manuscripts : Harvard Depository (offsite storage)

Historically, no single volume manuscripts to be stored upright have ever been sent to HD unless they were in an upright document box. Now this has changed. Procedures regarding housing (wrapping) and label placement mirror those of the upright single volumes that are cataloged and end-processed as printed books. These instructions apply only to upright manuscript volumes in cmi boxes; phase boxes; prefabs; and volumes that don't require housing.They do not apply to flat or upright document boxes. (Any items that are too small or thin to fully occupy a box the approximate size of our standard flat metal edge manuscript boxes should ideally not be sent to HD).

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Donor Plate Database

This is an access database containing the full name of all active Houghton funds, dates, account numbers, Houghton department, approximate amount in stock, notes from the "Endowment Funds of Harvard University, June 30, 1995" (known as the "green book") or elsewhere, and an image of the plate if a plate is available. It stores the same information about some of the other plates commonly used by Houghton as well. Each plate or fund has a keyword that enables alphabetical sorting, but the listing can also be sorted by account number, curatorial department, or strict alphabetical order. The database is the source for printing labels for the guide cards behind which the donor plates themselves are stored. These labels now have an image of the plate so that they can be more easily matched with the correct fund, a process that can be tricky at best.

If a plate cannot found for a particular fund or donor, or if it is not clear which plate to use, consult with Printed Books acquisitions and end-processing. Problem plates are entered into the Database so that we have a record of decisions that are made. If we determine, finally, that there is no plate, we usually make one on the typewriter using the current pre-printed template. The Houghton Funds Macro types in a fund name from a short list of Houghton funds. It also directs the user to a listing of all active Houghton funds with account numbers that can also be copied and pasted in, which is produced by the database. The macro also provides the option of entering the database itself. The manuscript end-processor updates the database periodically, working closely with other members of the Acquisitions and End-processing unit, and keeps a backup copy of it.

The University now has e-bookplates that can be viewed in in some records. These plates also provide information (probably from the "green book") about the funds. However, one can not yet be certain that the plates shown correspond with the item if the library has multiple holdings. A few errors have also been found with some of the e-bookplates listed. This is another resource to consider when trying to match a plate, but should be used cautiously at present. There are some screen shots of the database below.

This is a screen shot of the Donor plate database when it is first opened.

This shot shows the report called "Alphabetical listing". Ctr-F has been opened to show how one must change "match" from whole field to "any part of field" (from drop-down menu) before searching. Access currently doesn't have a feature to change this default. Viewing the database under "reports" is preferable as accidental changes cannot be made to the data.

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The report called "Listing" is a list of fund names, dates, and account numbers. It is also one of the choices available in the "Houghton Funds macro" when searching for a fund name.

Houghton Funds Macro

The Houghton Funds macro is run with the hot keys "WIN+z". It can be run and used in any program. It first opens a pop-up window, as shown in WORD below. Working in conjunction with the Houghton Donor Plate Database, it can be used by catalogers or by acquisition to help complete the 541 field in ALEPH. When fund names are accurate, finding the right donor plate is easier.

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Choosing "Houghton Donor Plate Database" opens the database itself, a screen shot of which has appeared previously.

Donor Plate Guidelines.

HARVARD COLLEGE LIBRARY PLATE (HCL plate)

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WHEN TO USE HCL (Harvard College Library) plate:
■ when an item is given by an anonymous donor.
■ when an item is purchased with funds other than Houghton's (usually Widener funds)
■ for transfers, such as: "transferred from New England Deposit Library" (see: fMS Ger 290)
■ for transfers, such as: "transferred from Widener in 1971" when there is no information in Aleph about the original source; there was no original donor plate put into the volume by Widener); there is no bound accessions record in RR for *71M-124 in which to check for any missing information: MS Ger 285
■ for transfers, such as: "transferred from HTC in 1967", with the accession number *66M-205. There are no bound accessions records to check; nothing is known about provenance beyond that it was transferred from HTC: MS Am 2261
■ when an item has been purchased by another library, not accessioned and then given to us (these, strictly speaking, aren't transfers). We are noting the fund(s) used and purchasing data in the 541, as we would for one of our own purchases. These items are receiving Houghton accession numbers, ownership labels and tabs, as per usual.

WHEN TO OMIT DONOR PLATE:
■ if items are on deposit
■ if an item is given to Harvard by someone whose last name is unknown (see: MS Gr 33)=re-check this, see HCL plate above.
■ if an item has been accessioned by another library and then given to us (bona fide transfers)

GUIDELINES FOR TYPES OF MANUSCRIPTS, FORMATS & MEDIA

Below are guidelines for the manuscript end-processor in handling various different types of manuscripts, formats and media found within the collections. The manuscript end-processor keeps this section up to date.

Types of manuscripts (audiovisual, clippings, photographs, printed material, realia)

AUDIOVISUAL MATERIALS.

DIGITAL DISKS : CDs, LDs (Laser disk) and DVDs
CDs and DVDs should be removed from housing that is not polypropylene and stored upright in a polypropylene case. If they occur in a flat manuscript box, they can be removed and stored and labelled as MS, and the finding aid can be annotated accordingly. If it is necessary to keep the old housing, they can be stored upright together on the shelf and labelled 1 of 2, 2 of 2. Large numbers of cds/dvds can be put in boxes in order to keep them with a collection, if necessary, as long as they are in polypropylene cases and stored upright. If a folder contains both letters and a cd/dvd the finding aid can be annotated "cd/dvd shelved as ms". The folder label include the same information. Consult Preservation Librarian about LDs.

Audio material:

MAGNETIC TAPES
Audiotapes, etc. are subject to condensation when moved to store offsite. Weissman has guidelines for audiovisual materials of all kinds. They recommend always making a preservation copy before sending off to HD. This is because all magnetic tapes are in a constant state of "decomposition". Protocols will be established, but for now deal with the tapes on a case by case basis. (When a single reel occurs among a collection, it can sometimes be housed in a simple 3-flap sleeve adhered to a stiff board and stored upright among papers, using standard acid-free materials.) Consult Houghton Preservation librarian as needed. They too should be housed so they don't move around in the box. Various kinds of magnetic tapes include DAT (Digital audiotape); micro cassette--from hand-held recording devices; reel-to-reel tape; standard audiocassettes.

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Bound albums containing phonograph records sometimes fit better in an extra-tall document box rather than a phonograph album box. If one record is too large to fit even in the taller box, see the housing solution slide presentation for an oversize phonograph record album.

Visual material:

DVD
See: Audio, DIGITAL DISKS.

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VIDEOTAPES
Betacam or Video Home System (VHS); consult the Preservation Librarian. In past these have been stored upright and labelled along the edge for easy viewing. Videocassettes, in general, can be stored upright with the exposed tape edge facing up. Note whether there is a tab on that edge that needs to be removed to prevent taping over, and ask Preservation Librarian how to remove it.

CLIPPINGS
When original letters and ms. material include clippings, we normally unfold them as much as possible so that Imaging Services doesn't have to do that. We then interleave them with permalife, apollo, or permadur sheets so that they don't discolor surrounding material. However, if the clippings are adjacent to material such as photocopies of other clippings, we would not interleave. See also: GUIDELINES FOR TYPES OF MANUSCRIPTS, FORMATS & MEDIA / BOUND PRINTED MATERIAL : Album or Scrapbook : interleaving clippings in an album.

PHOTOGRAPHS AND PHOTOGRAPHIC TYPES OF MANUSCRIPTS

DAGUERREOTYPES
Daguerreotypes can be stored upright only if: (a) the original box is in good condition, i.e. hinges in good working order, cover not loose and (b) it is in an enclosure that has been custom padded-out for protection. Otherwise, they can be stored flat, also in a padded-out box, and it does not matter whether they are stored with the image facing up or down, however in most cases it is preferable to have the image face up, so the reader can see it without having to open it and then close, flip over, and open again.

MICROFILM
Old metal canisters, or paper reels can go into microfilm boxes/cartons. If going to HD, use tissue or some other method so that they won't roll around in the box.

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PHOTOGRAPHS : upright storage
We put all photographs into photosleeves. If a photograph is a bit taller than the folder, we make an inner folder out of white acid-free folder stock, just slightly smaller than the outer folder. The inner folder is at least the same height as the photograph. We try to make such folders uniform in size within a box as it looks neater, rather than have a lot of custom-sized inner folders of all different heights, even if it means that the photograph will sometimes be shorter than the inner folder. If there are a lot of photographs that are too big for the sleeves, we will put them into inner folders made usually of white acid-free folder stock, or simply interleave them with the folder stock.

X-RAYS
X-rays are treated like negatives. It is best to store negatives in paper that does not have a watermark. Thus far, the only paper we have is phototex. If we need to use stiffer paper on a rare occasion, we use white acid-free folder stock. Since phototex is such a thin tissue, we often make a 3-flap folder which is the same length as the longest dimension of the enclosure.

REALIA

FLAG
(Housing Solution for a flag).

MATCHES

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MIRRORS
Can be housed in unbuffered tissue: the same kind used for textiles. WPC says that buffered tissue would have calcium in it that could be abrasive to mirror.

Manuscript Formats (matted items, rolled items, spiral notebooks, etc.)

BOUND PRINTED MATERIAL : Books

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