Before instructions went online, there was a three-ring notebook (still kept onsite by Manuscript End-processor) containing samples of labels from past collections that were sometimes useful for understanding how labels have evolved over the years, how to interpret early methods of handling certain circumstances. Some of the samples pre-date 1981. A new online version of the sample book is begun here as a shared resource, and is updated regularly. These are mostly samples of exceptions to the standard rules
*NOTE: We no longer included "The" (as in The Houghton Library) on labels. It has been shortened to simply "HOUGHTON LIBRARY"
Some frequently used procedures listed here are:
Box labels (half-height)
ACCESSION NUMBER AS CALL NUMBER
Sometimes archivists will choose to allow an accession number to serve as a call number. This is usually done with larger, older collections that have already been in use for a long time. We no longer include the date at the bottom of the small label that goes into the verso of the volumes. We also omit "THE" from "HOUGHTON LIBRARY, as well as the asterisk that used to precede the accession number. Here are samples of the old and the new labels for bound items in a collection. Such items are put at the end of the call number sequence on a given shelf, even though they do not follow the regular call number sequence. Single items no longer keep accession numbers as call numbers. If the end processor receives such an item, it should be returned to the cataloger to have a proper call number assigned before end processing can begin.
CURRENT:
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52L-1140
HOUGHTON LIBRARY
OLD:
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*52L-1140
THE HOUGHTON LIBRARY
1950
PAST PRACTICE: for single item or collection volumes over 28 cm, we would put a lowercase "f" in front of the accession number (call number), but leave a space in between them. The "f"s are shelved in a different range. Some of the older volumes have an uppercase "F" at the end rather than a lowercase "f" in front. We do not use a small preceding "f" for collections anymore, since ArchivesSpace provides locations. If we were to want to use an "f" in current practice, we would put a capital F at the end of the accession number.
Very old practice:
f 52L-1141
THE HOUGHTON LIBRARY
1950
Preferred variation on old practice (RARE) 52L-1141F
HOUGHTON LIBRARYshortened to simply "HOUGHTON LIBRARY"
Some frequently used procedures listed here are:
Box labels (half-height)
Folder (pf) labels for drawers (in Theatre Collection and elsewhere)
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ACCESSION NUMBER AS CALL NUMBER
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ASTERISK USE AT THE END OF A CALL NUMBER*
In the past, catalogers used an asterisk at the end of a call number to indicate that an item was part of Houghton's collections. If the cataloger includes that asterisk from the old call number, use it. If an asterisk appears physically written on an item (as is often the case with RECON items) but the cataloger has not included it, then we won't bother including it on the label or card either.
Use information the cataloger has provided, since we are copying the information directly from ALEPH to make labels. It is no longer an important issue whether the asterisk is or is not included at the end of a call number.
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ASTERISK USE AT THE BEGINNING OF AN *ACCESSION NUMBER
Houghton no longer uses an asterisk in front of the accession number (i.e. *2000M-33 would now be simply 2000M-33).
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Anchor half height half height
BOX LABEL for HALF-HEIGHT BOX (flat)
Labels for half-height boxes are the same ones used for manuscript folders. The end processor can produce these labels using the ACCESS database. If that isn't possible, anyone can use one of the manuscript label document stored in the shared directory as a template. The same positioning rules as for regular box labels. Attach the label to the center of the short end of the box. Barcode can be placed as below, or can be placed next to the label, if not enough space. Add a piece of 3-M tape over the label and the barcode, if the example below is followed. But if the barcode is next to the label, there is no need to cover it with tape, in fact it is better not to. Keep the bottom edge of the tape at least 1/8" above the box edge so it isn't prone to start peeling off due to friction from handling. Allow the top edge of the tape to come up over the top of the box. Rub down the tape well with the folding tool.
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