Note: The Archival Collection Processing Manual contains step-by-step written instructions to assist archivists in the duties and workflow of labeling and housing (end processing) collections. This work was formerly done by the Manuscript End processor and supervising several student assistants.
See the Archival Collection Processing Manual : Step-by-step guide: Unprocessed to End Processed and End processing for processed archival collections.
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 and discussed, 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
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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.
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