Page Comparison

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Boxes should have this information:

1. call Call number of the collection
2. The item numbers contained within the box 
3. The title of the collection
4. The accession number

For example:  bMS Am 6789 (1) - (55) John  /  John Smith papers 98M  /  98M-45   / Box 1 of 50

Series information is not needed on the labels. It is the call number and item numbers that are crucial -- this is how everything is located at Houghton.

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1. Fill-out the Manuscript Collection and Single Item Tracking Form and print it out. 
2. Update the AEON record to show the collection is moving to End-processing and print out a copy.   Tear the copy in half. 
3. Send one half of the AEON form to the stacks to be a place-holder for the material (make sure it shows that it is now in End-processing) 
4. If there is an AEON paper record shelved at a now obsolete number [such as MS Storage OR an accession number], pull that paper record and toss
5. Deliver the boxes of the collection, the Tracking Form, and the other half of the AEON slip to the Manuscript End-processing unit (to the Manuscript Processing Assistant). 
   
   

For a large collection (over 2 boxes):  

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1. Fill-out the Manuscript Collection and Single Item Tracking Form and print it out  (include the temporary location on the Tracking Form) and print it out 
2. Update the AEON record to show the collection is moving to End-processing. It should also be noted in the AEON record that there is a temporary location (put this in a note that prints on the form). Print out a copy and tear the copy in half .  
3. Send one half of the AEON form to the stacks to be a place-holder for the material under the final call-number AND it also will point to the temporary location in the stacks. stacks 
4. Note the temporary location in the finding aid.  
5. Note the temporary location in the public $$z subfield in the MARC >852 field .   
6. Place the boxes in the temporary location in the stacks
7. Deliver the Tracking Form and the other half of the AEON slip to the Manuscript End-processing unit (to the Manuscript Processing Assistant)

END-PROCESSING: Eventually the collection will be end-processed by the staff in the Manuscript End-processing Section, and if there are additional corrections to be made to the finding aid or to the MARC record, you may be notified to make them.  Types of corrections that often need to be made are changes to the total box count, addition of <physloc> location designations to folders, minor typos in text that were formerly missed, changes to folder counts, missing materials, etc...   Sometimes  Often small corrections or HD notes are handled by the Senior Manuscript Cataloger, so as not to disturb your new project.

Examples of record-keeping details to make after end-processing:

1. If the collection is sent to the Harvard Depository, additional notes have to be made in the MARC holdings record and in the finding aid 
2. Sometimes portfolio folders from one collection are shelved with portfolio folders from other collections. In a case such as this these entries would be made:  
   
   a. In the finding aids for both collections, mark the item number:   <physloc>pf </physloc> (3)  Smith, John. Letter (photostat) to Jane Smith, 1845. 1 folder.  <note><p>Shelved together: pfMS Am 456 (3); pfMS Am 467 (2).  </p></note> 
   b. In the MARC records of both collections, create a PF holdings and mark the 852 $$zShelved together: pfMS Am 456 (3); pfMS Am 467 (2). 
   c. One of the finding aids and MARC records would contain the count for the 1 portfolio box; and the other then would be only 1 folder. 

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