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If several consecutively numbered (or nearly consecutive) single items are of a similar size and fit well together, it might can be more effective to store them each in a folder within a box onsite, rather than putting them all into pre-fabs and spending time making tabs and putting in donor plates, preparing them for offsite storage, costing time and money. Items are not assigned call numbers with any regard to size, so this situation doesn’t occur that often, but it is good to take advantage of it when it does occur. Each folder, containing a distinct single item, will get a barcode, but the box goes without one. This is the only one instance in which we would put a barcode on a manuscript folder. Except that of The same concept is used in flat file drawers, where the procedure is about exactly the same.
The box label can be generated individually using this WORD box label template. WIth With this document one can also keep notes on how full and what size the box is. Print out one page and trim off the label you want. , as in the example below. If folders are added over time, the The label should be reprinted , so each time a new folder is added. So it is best to keep your own copy of the document for future use.
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IMPORTANT
You will have to annotate all of the records in Alma afterwards to show that they are shelved together and each in a single folder. The first item will be the one that records the fact that they are all shelved in a single box, and will show the linear feet. Subsequent items will say “1 folder in 1 box, shelved . Shelved with bMS Eng 1441-1447”.
Below is a sample entry from HOLLIS:
Here is how an entry appears in HOLLIS:1441”. You can see how all the records are updated by clicking on the call numbers above.
The holdings “shelved with” is a “z” note in the 852 field, as below:
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