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It 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 "preprocess" 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 - Basic Procedures, Warnings, and Tips
- Upright Boxes
- Flat boxes
BOXED COLLECTIONS - BASIC PROCEDURES, WARNINGS, AND TIPS
Boxed collections are housed in two different ways. Either they are in acid-free file folders with a reinforced tab that stand upright inside legal-sized flip-top document boxes, or they are in 2-flap acid-free folders without any tab that rest flat in a box with an attached lid (called a clam-shell box) or a removable lid box (slightly shorter) which we call a "metal edge box". Most often, collections that present few special housing considerations and are not frequently used are stored upright and sent to HD. Photographs can be housed either flat or upright, according to their condition and the individual requirements of the collection. Often, also, collections that are mainly papers are housed upright unless they have certain preservation concerns. Bound volumes can often be successfully stored upright on their spines inside flip-top document boxes. In fact that can be a strategy for storing volumes with inserts that overlap the size of the boards. If enough pressure is created by the use of spacers so that the volume doesn't move around inside the box, it can keep the inserts from touching the edges of the box. The end processor can provide assistance with such things.
The basics : use the right size folder
Upright document boxes have a flip top and come in both letter and legal size. There are folders that fit the width of each box. They fit the height too, but that is often not the most important concern, since gravity keeps things from falling out of the folders, as long as they are handled correctly. Flat boxes come in various sizes that are standard to our unit. The basic "regular" flat manuscript box has an attached lid (clamshell style) and a drop-side. A variation on that is our slightly shorter metal-edged box with a full removable lid and a drop side. In fact all our boxes have a drop-side, except in rare cases where certain items might be prone to fall out. It is very difficult to safely find finger space to remove folders from boxes without a drop side. The only "flat" boxes we stock without a drop-side are card file (index card) boxes.
The basics : orient folders correctly in box
To open a regular flat clamshell box, sit with the short end (labeled end) facing you. The left, long side of the box is the one that drops down when you open the lid. The lid will open from left to right and the drop side will lean over a little bit as it is opened, exposing the folded edges of the folders. The folded edge of the folders is always where the labels go. It is important that the folders be oriented with the fold along the drop edge in order to easily flip through the labels and remove the desired folders. This is a tip that staff should always feel free to pass on to one another and to readers, since it doesn't seem to be intuitive. We should also always be aware of replacing folders correctly inside the box. And if a box seems severely overstuffed, have it sent to end processing to do some adjustments. We normally do NOT flip folders upside down to make them fit in the box.
The basics : spacers and inner boxes, etc.
Upright boxes come with a variety of commercially available "spacers" for boxes that aren't quite full enough to keep the contents of the folders from moving around. Flat boxes do not have custom spacers, so inner boxes can sometimes help.
Collections with a lot of small objects, small bound volumes, or decks of playing cards, etc. should be handed over to the end processor, as we have various small boxes that fit perfectly inside of the basic flat clamshell boxes, and could provide a solution. Certain sizes of prefabs can also be made to serve as inner containers. A box full of "mundane" objects, such as staplers, tape dispensers, rulers, scissors, etc., from an author's desk, for example, could be arranged quickly in zip-lock bags for easy viewing and handling during an unanticipated reader's need. On the other hand, such objects could be stored carefully in inner boxes with tissue, carefully labeled, etc. It would depend on how we expect readers to approach the items both intellectually and physically. As with any other non-standard material in a collection, problem items should go to end processing.
The basics : Paige box use (volumes)
A collection of papers stored upright inside a #14 paige box is organized very simply and hopefully will usually fall inside the maximum weight for the box, which is printed on the box itself. (There is a scale if needed, in the Preservation Alcove). However, bound volumes stored upright (or a combination of upright and flat) in Paige boxes can lend themselves to disorganization and excessive weight. This will often cause the box to be returned to the end processor because it is starting to break apart. Or the contents have become a puzzle that can't be fit back in. Unless the organization has some thought or standards applied, volumes can be put back into the box by patrons or staff on their front boards, which will cause their detachment over time. This is why boxes containing volumes stored in Paige boxes need to sometimes have a label that requires people not to return them to the box on their front boards. And, it is why some basic standards may help in filling such boxes especially when smaller volumes are combined with larger ones in the same box. SEE ******
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- BOXES : FLAT
- folders
- bound volumes
Anchor upright upright
I. End-processing an upright collection.
| upright | |
| upright |
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 as they can smear and eventually fall off : it is better to reprint them.
FILLING AN UPRIGHT DOCUMENT BOX
There are acid-free board "spacers" for Record Storage boxes (Paige boxes) and Document boxes (Hollinger boxes) available to prevent this from happening. There is also a thinner, a wider, and a taller 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. They can be seen to "slouch" over in the box, as illustrated below.
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VOLUMES STORED UPRIGHT
Collections going offsite that are primarily volumes can include a variety of sizes. Multiple smaller volumes can sometimes go upright in a document box if oriented sideways. For larger volumes, if the bottom of the text block is flush or slightly longer than the bottom edges of the boards they should be stored flat, or on their spines, if possible, to prevent wear on the pages.
*IMPORTANT: If they are stored with the spines up, it will put pressure on the boards and they will eventually detach.
End processing a 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).
Basic procedures, warnings and tips : 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.
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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.
Basic procedures, warnings and tips : 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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