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Introduction
The Center for the History of Medicine, Countway Library, holds the archives of the Harvard Medical School, Harvard T.H. Chan School of Public Health, and Harvard School of Dental Medicine.
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- Official office name and number code (section 2)
- Series number (section 3)
- Location (section 4)
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How to Create an Official Office Name and Number Code
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- Harvard Medical School is identified by the letter “M” (M-)
- Harvard School of Dental Medicine is identified by the letter “D” (D-)
- Harvard School of Public Health is identified by the letter “P” (P-)
- CD = Clinical Departments
- Example M-CD = Harvard Medical School, Office of Clinical Departments
- DE = Office of the Dean
- Example: M-DE = Harvard Medical School, Office of the Dean
- SD = Basic Science and Policy Departments
- Example: M-SD = Harvard Medical School, Office of Basic Science and Policy Departments
The third part of the code is a two digit number for a subunit of a particular office (essentially, the next office “down” on the organizational chart). The fourth part of the code is a number for “a sub-unit of a sub-unit,” identified by a decimal point and another two digit number.
Note that this structure permits the expression of offices that are “four levels deep.” Series titles for units below this level will include the name of the unit in the series title itself and are not assigned codes.
Generally, office codes are not assigned until contact has been established with the office. At the point where information about contacts or records is added to "Accessions_CollectionNumbers.xls", the office code will be needed. Parent offices will be assigned codes as needed to establish codes for their children, or reporting, offices.
Examples
HARVARD MEDICAL SCHOOL M
- Academic Programs: M-AP
- Office of the Associate Dean for Research M-AP04
- Sponsored Programs Administration M-AP04.01
- Office of Technology Licensing & Industry Sponsored Research M-AP04.02
- Basic Science and Policy Departments: M-SD
- Council of Department Chairs M-SD01
- Department of Social Medicine M-SD02
- Harvard Center on Culture and Aging M-SD02.01
- Center for Ethics and Managed Care M-SD02.02
- Clinical Departments M-CD
- Department of Surgery M-CD02
- Department of Anesthesia M-CD03
- Center for Medical Simulation M-CD03.01
- Harvard Anesthesia Research Center M-CD03.02
Assigning a Code in Accessions_CollectionNumbers.xls
The procedure for creating codes for offices in "Accessions_CollectionNumbers.xls" is as follows:- Review available information concerning office history on website and school timelines. Also check HOLLIS and ALEPH to determine if records have been previously catalogued under this department’s name.
- Determine if an office name code has already been established for this department or another version of this department (i.e. historical or updated). Use the following tables as a guide:
- HMS Office Codes
- HSDM Office Codes
- HSPH Office Codes
- When assigning an Archival office number for the first time, use the
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