Numbering folders and adding item numbers to the finding aidaid
When you are finished with the description in the finding aid, the finding aid has been reviewed by the Senior Manuscript Cataloger, and you have made all the corrections to the finding aid, you are then ready to add item numbers to the finding aid and the folders.
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You can now number the folders using small removable sticky labels (you can get these from the Manuscript End-processing Assistant in the end-processing section).
Labeling boxes and sending to End-processing
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Unit
Label the boxes. Removable multipurpose labels for the boxes can be obtained from the Manuscript Processing Assistant.
Boxes should have the this information:
- call number of the collection
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- The item numbers contained within the
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- box
- The title of the collection
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- The accession number
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For example: bMS Am 6789 (1) - (55) John Smith papers 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.Removable multipurpose labels for the boxes can be obtained from the Manuscript Processing Assistant.
There are then a number of steps to consider as you transfer the material to the End-processing unit:
For a small collection (2 boxes or under):
- Fill-out the Manuscript Collection and Single Item Tracking Form and print it out.
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- Update the AEON record to show the collection is moving to End-processing and print out a copy. Tear the copy
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- in half.
- 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)
- 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
- Deliver the boxes of the collection, the Tracking Form, and the AEON slip to the Manuscript End-processing unit (to the Manuscript Processing Assistant).
TEMPORARY LOCATION OF COLLECTIONSFor a large collection (over 2 boxes):
If the collection is too large to be moved into the End-processing unit, find a location in the stacks where the collection may be housed temporarily [usually at the end of the bMS Am stacks], and include this , sometimes dubbed our "manuscript end-processing holding area"], and do the following:
- Fill-out the Manuscript Collection and Single Item Tracking Form and print it out (include the temporary location on the Tracking Form
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- )
- 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
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- (put this in a note that prints on the form). Print out a copy and tear the copy in half.
- 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.
- Note the temporary location in the finding aid
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- .
- Note the temporary location in the public $$z subfield in the MARC >852 field.
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, etc... Sometimes small corrections are handled by the Senior Manuscript Cataloger, so as not to disturb your new project.
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