(removed from a section it was randomly stuck under - determine if still needed:'

SAMPLE BOOK (and rules) for labels and tabs

 STUDENTS

• Supplies : photosleeves

Item records and barcodes in ALEPH

Whether something is going to the Harvard Depository [HD] or not, each separate volume, enclosure, or container of a collection or single item, must have a barcode and an item record in ALEPH. The default setting is for items that stay at Houghton, with the material type "mixed material"

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End Processing Objectives and Responsibilities

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• Types of manuscripts 

  • audiovisual

  • digital and born-digital

  • photographic

  • printed material

  • realia
    
    

• Manuscript Formats

  • matted items

  • rolled items

  • spiral notebooks

  • other

• Manuscript Media 

  • metals

  • paint

  • powder-based

  • plaster

  • textiles

  • other

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• Basic steps for end-processing single item manuscripts
• End-processing single item manuscripts : no housing required
• End-processing single item manuscripts : CMI boxes
• End-processing single item manuscripts : phase boxes
• End-processing single item manuscripts : cloth boxes
• End-processing single item manuscripts : pre-fabs
• End-processing single item manuscripts : flat or upright document box
• End-processing single item manuscripts : Harvard Depository (offsite storage)
• Donor Plate Guidelines.

Harvard Depository
Photocopies of box labels (with barcodes) are kept, annotated with date sent to HD. This is used for security, as a resource if questions arise. There are currently four volumes of black 3-ring notebooks.

SAMPLE BOOK (and rules) for labels and tabs

 STUDENTS

• Supplies : photosleeves
  
  

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COLLECTIONS AND SINGLE ITEM MANUSCRIPTS ****BC will update this section and move to cat wiki, this is linked to earlier****

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The prefixes "fMS" and "pfMS" referred to "folio" meaning an upright volume taller than 28cm, or "portfolio", indicating a box larger than a standard (flat) manuscript box, shelved flat. An item with no prefix used to indicate a volume shelved upright, that was 28cm or less. Both single items and individual items from collections were shelved together sequentially. Since single items are cataloged only in Alma rather than in ArchivesSpace, they remain shelved sequentially in the old system. But gradually individual items from collections are being shifted to newly-created ranges that accomodate specific sizes of shelves that are pre-numbered. To see examples of the housing referred to in this section, see manuscript end-processing supplies.

Accession numbers
New accessions are counted according to what year they are received. They receive an "accession number" before they get cataloged, so we can keep track of them. For example, 84M-62 is the sixty-second item received in the year 1984. Until recently there was an asterisk in front of the year (*84M-62). Also until recently, items were initially shelved under their accession number in specially marked areas of the stacks while awaiting cataloging. Current practice is to assign a call number at the same time as the accession number. There is now no need for a separate holding area, as items are often immediately shelved without being cataloged or end-processed. This can create some confusion regarding retrieval, permanent housing and restrictions; but the new system was implemented on an experimental basis to address organizational and space issues.

Accession numbers : variations
Rarely, a printed books cataloger may use different spacing than we normally do.  Manuscript accession numbers with suffixes normally have them in parentheses with a space between the accession number and the suffix, like this:  2015M-30 (173).  They first show the date, followed by a capital "M", for "manuscript". Printed books often use different combinations of letters after the date, and sometimes do not keep the space between the accession number and the suffix, like this:  2015T-37(165). 

In cases where there is more than one item represented by a given accession number with a suffix, the cataloger may put a lowercase letter after the parentheses (again, with no space) as a way of differentiating the specific items, like this:  2015T-37(165)a. This allows a search to reconstruct the original order of the items included under that accession number (i.e., 2015T-37(165)a, (165)b, (165)c...).  It is not deemed important that manuscripts and manuscripts cataloged as printed books/manuscripts (hybrids) are handled differently.

Shelving categories at Houghton and Harvard Theatre Collection (single items and pre-ArchivesSpace collections)

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Item records and barcodes in ALEPH

Whether something is going to the Harvard Depository [HD] or not, each separate volume, enclosure, or container of a collection or single item, must have a barcode and an item record in ALEPH. The default setting is for items that stay at Houghton, with the material type "mixed material"

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Procedures, warnings, and tips for the Manuscript end-processer : all manuscripts

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In preparation for large digitization projects like Colonial North America, an entire collection may need to go to preservation.To assist Weissman Preservation Center (WPC) staff, the slide show: Temporary housing for preservation projects.ppsx demonstrates how a collection can be re-boxed for travel and to accommodate necessary re-housing and re-labeling that will take place by end-processing staff when work is completed

WATER-BASED ADHESIVES
Use squirt bottle of water and paper towel to clean sticky fingers while working.
Clean bone or teflon folder, bowls, brushes with warm soapy water, and dry with paper towels.
Bowls and brushes are rinsed periodically with alcohol.
Do not set a water jar directly on a table.
Store the squirt jar of water vertically inside the plastic bin when not in use.

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Responsibilities of catalogers : all manuscripts

See the instructions for Numbering folders, labeling boxes, send to end-processing in the Manuscript Section, Processing manual, from the Houghton Technical Services Wiki.

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These instruction are based on a filed named: README.txt within the folder:    H:\HOUGHTON\Technical Services\MS Section\MS documentation\hou.labels.folders

(Similarly, the Location of files for box labels are within the folder:  H:\HOUGHTON\Technical Services\MS Section\MS documentation\hou.labels.boxes

NOTE: the Box Label script will not work with collections whose boxes are attached at only the collection level

• Create a desktop shortcut for your downloads folder
  
• Create a desktop shortcut for the folder:   H:\HOUGHTON\Technical Services\MS Section\MS documentation\hou.labels.folders
• Open ArchivesSpace and download a resource EAD file (under "Export")
  
• Save it to the downloads folder
• Minimize ArchivesSpace and click on the desktop shortcut you created for the script:  hou.labels.folders
• To start the script, double-click on the batch file:  hou.labels.folders.bat  (in H:\HOUGHTON\Technical Services\MS Section\MS documentation\hou.labels.folders)
• Select the downloaded EAD file from the file picker window (the window might be hidden behind other open windows)
• If a "Header Record Delimiters" message box appears in Word, click "OK " and the script should continue.
• You may see a "black" screen appear, indicating the script is "at work"
• Sometimes it takes a few minutes before the labels appear automatically in WORD
• If you don't see the labels, minimize whatever screen you are in, or, try clicking on WORD on your task bar to make them appear
• Review the generated labels in Word and edit as needed. (May need to exit document and reopen in order to edit, or in order to print them).
• Print the labels (1x4" 20 per sheet Demco WS14218070)
• If you get a message the "labels cannot be made" there may be some coding errors in ArchivesSpace - consult colleagues
• If desired, create a folder for that call number and store label document & any other relevant end-processing documents there
  
  
  
  
  Sample labels : MS Span 185

  MANUSCRIPT BOX LABELS
  

  These instruction are based on a filed named: README.txt within the folder:    H:\HOUGHTON\Technical Services\MS Section\MS documentation\hou.labels.boxesNOTE: the Box Label script will not work with collections whose boxes are attached at only the collection level
  
  
  • Create a desktop shortcut for your downloads folder
    
  • Create a desktop shortcut for the folder:   H:\HOUGHTON\Technical Services\MS Section\MS documentation\hou.labels.boxes
    
  • Open ArchivesSpace and download container labels (under "Export")
    
  • Save it to the downloads folder
  • Minimize ArchivesSpace and click on the desktop shortcut you created for the script:  hou.labels.boxes
  • To start the script, double-click on the batch file:  hou.labels.boxes.bat  (in H:\HOUGHTON\Technical Services\MS Section\MS documentation\hou.labels.boxes)
  • Select the downloaded file from the file picker window (the window might be hidden behind other open windows)
  • If a "Header Record Delimiters" message box appears in Word, click "OK " and the script should continue.
  • You may see a "black" screen appear, indicating the script is "at work"
  • Sometimes it takes a few minutes before the labels appear automatically in WORD
  • If you don't see the labels, minimize whatever screen you are in, or try clicking on WORD on your task bar to see them.
  • Review the generated labels in Word. Edit if needed. (May need to exit document and reopen in order to print them).
  • Print the labels on 2 x 3.5" business card-size perforated labels (vendor chosen by Technical Services Librarian).
  • If you get a message the "labels cannot be made" there may be some coding errors in ArchivesSpace - consult colleagues
  • If desired, create a folder for that call number and store box label document & any other relevant end-processing documents there.

  
  

• (Similarly, the Location offiles for box labels are within the folder:   H:\HOUGHTON\Technical Services\MS Section\MS documentation\hou.labels.folders
• Pre-processing (upon request of cataloger)
• Examine collection to assess supply, student help, and other needs.
• Discuss questions with cataloger or relevant others.
• Create a workable plan for completing the collection on time.
• Discuss "Goals, Expectations, and General Procedures for students" with student assistants.
• Follow BOX LABEL INSTRUCTIONS.
• Inspect each box briefly for quality control while making sure all items are present and in order.
• Send boxes to HD (or to stacks) in batches as they are finished (follow current HD protocol ).

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Responsibilities for all collections

• Do not try to flatten random creases or dogears (bent corners).
• Interleave or otherwise segregate harmful or delicate material. Ask Vicki about what type of interleaving to use.
• Do not try to remove pressure sensitive tape or adhesions from manuscripts, keep a list of such items.
• Do not use pressure sensitive (scotch, etc.) tape to mend or construct enclosures of any kind.
• Do not attached "post-its" directly to manuscript material of any kind.
• Keep erasure spread minimized so it doesn't get into the folders.
  
  
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  Procedures, warnings and tips for students : all collections

  
  
  APPLYING FOLDER LABELS AHEAD OF TIME
  Sometimes collections will need to be refoldered. Do not apply labels in advance to empty folders in order to "save time" as this can cause one to mistake an empty folder for a finished one and it can throw off the numbering of all the items. Also some items may turn out to be oversize and shelved separately, requiring a different size folder. If there happen to be many such items, the wrong size folder will continue to be labelled and supplies will go to waste. Applying labels slowly and carefully matching them with the items one at a time makes this less likely to happen, and provides an extra measure of "proofing" of everyone's work.
  
  BINDING MATERIALS
  Sometimes a group of papers is bound together with brads or staples or sewing along the edge. Always make a note of such bindings and ask whether to remove them. Usually staples are left in if they are part of a formal-looking "binding", or in a pamphlet. Usually brads and thread are removed as they can more readily damage the paper. Certain kind of brads are not removeable with ordinary tools, so they are left in. However, it is best to ask first, as the curator sometimes has a specific reason for wanting to keep the binding intact. (Even though as a standard practice, we remove staples that often appear on the upper left corner of a group of papers.)
  
  BOX LABELS
  Place a label holder on the box, rubbing it down with a teflon folder as instructed, and cut and fold the backing paper from the self-adhesive box label holders to make temporary labels that list the call number and range of items in pencil. If we run out of label holders temporarily, use post-its on the boxes. Center labels on the short end of the box unless otherwise instructed.
  
  CORRECTIONS TO THE FINDING AID
  Affix a large lined post-it sheet to the verso of a page that lists items needing correction or having questions. Allow the bottom edge of the post-it to protrude about 1/2 inch below the page so it is easily visible. List the item number and the question/correction. For example:  "(1) = 2 folders, not 6?"  or "(37) = sp. 'tomayto'?"  Affix a matching color small post-it to the temporary box label, listing each item number that has a question.
  
  FINISHING A COLLECTION
  Make sure that all papers and unused supplies, etc.leftover after a collection is finished are neat. Discard any labels that you know are not going to be used so that they don't create confusion about whether the work was complete. Any labels that are left behind should be clearly marked as to why they were not pasted down before handing peripheral materials to the supervisor, who will note any further necessary corrections to the finding aid. Give all leftover materials/supplies to the supervisor as well, and make sure the work station is clean and ready for the next collection.
  
  INTERLEAVING AND INNER FOLDERS
  Interleaving should approximate the size of the folder (about 1/16" smaller on all sides), not the size of the collection material. Use legal-sized sheets of permalife for legal-sized folders, and letter-sized sheets for letter-sized folders. We have packages of inner permalife folders with tabs for both legal and letter size folders. There is also a box of permalife, phototex, and Apollo tissue interleaving folders that we custom cut ourselves for items stored in flat standard size boxes. In some cases, use inner folders of folder stock, as instructed, which we also sometimes custom cut and keep in a document box for collections stored upright. User inner folders and interleaving sparingly so as not to add unnecessary bulk to a collection, or to overuse supplies.
  
  POST-ITS
  We don't use post-its ("sticky notes") on manuscript material because it can leave a residue that collects dirt. They can also harm some leather covers. However, in modern collections a post-it might be part of the material. In that case, make a note of the item number and you may be asked to put it in a permalife inner folder to protect other items, in case it were to detach. If there is an excessive amount of post-its throughout the collection, we might decide not to use any inner folders at all though, as it would add too much bulk and use up a lot of paper.
  
  PRESSURE SENSITIVE TAPE
• "Scotch tape" or "masking tape" is referred to as "pressure sensitive tape", meaning it adheres because pressure is applied to make it stick. If an item has tape on it, you may want to put them into an inner folder (of folder stock) if the adhesive is oozing out. Or if the adhesive seems dry and stable, you could interleave it on both sides with the correct size of permalife instead. For excessive tape, or badly oozing tape, make a note and tell the supervisor. We sometimes put them into a mylar inner folder to contain the adhesive and keep it and/or stains from the tape from migrating to other items. Do not try to remove tape.
• If you find tape whose adhesive has dried and it has "popped off" by itself, you should examine it carefully to see whether it has any text on it at all, any pencil, pen, or typing or marks. If it does, we should keep it, ask the supervisor what to do. If it doesn't, ask whether it's ok to throw it away. In some very rare instances, with items which have lots of editing that uses scotch tape and small pieces of paper, conservators might find such a thing useful in order to restore the original order. But in most instance, we just throw away a piece of scotch tape with no text.
• Do not put pressure sensitive tape (scotch, etc.) on any enclosures, as it can stick to materials and cannot be easily removed. Enclosures are designed to function without the use of tape and adhesives whenever possible, in order to minimize exposure of material to dangerous substances. Also, enclosures are designed to avoid having to slide materials in and out. For example, a 4-flap enclosure is meant to be pealed open. It is not meant to function as an envelope.
  
  REMOVING STAPLES
  Staples are not normally removed from collections except by special request. Never use a "claw" type staple remover. Get a demonstration of the procedure below. Place sheets flat on a table with the ends of the staple exposed. Slip a microspatula under one end at a time, rotating the spatula to lift the end up. Turn the sheets over and slip the spatula under the front part of the staple and rotate until you can pull it out. If thin/fragile paper, put the corner of a rectangle of mylar under the two ends of the staple first and then try sliding the microspatula under them.Ask for instruction or assistance with fragile items or heavy duty staples before proceeding. Sometimes staples can safely be removed from thin/fragile paper using one's fingernail.
  
  
  

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End-processing an upright collection.

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This is how it should look.

Creasing folders with thick contents, part I
Creasing folders with thick contents, part II

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VOLUMES STORED UPRIGHT IN BOX
If volumes are too tall to stand normally inside the box, or if the bottom of the text block is flush or slightly longer than the bottom edges of the boards, let the volumes rest on their spines within the folder. If they are stored with the spines up, it will put pressure on the boards and they will eventually detach.

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End processing a flat collection.

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UPRIGHT MANUSCRIPTS TOO TALL FOR DOCUMENT BOX
For a collection that is going to HD, use an extra tall (12 ½") Hollinger box for items that are best stored upright but do not fit into the regular size document box. DO NOT use a tall document box for HTC items that will be stored onsite, as they exceed the dimensions of the shelving. Use of the tall document box may be re-evaluated so that the number of different kinds of boxes and supplies can be minimized. In that case, we may decide to use flat boxes for those oversize items. For items that are removed from their normal sequence, the manuscript end-processor will annotate the Finding Aid Correction notebook with "shelved at end of collection" or "shelved as pf at end of collection".

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Procedures, warnings and tips for Manuscript end-processor : flat collection

FITTING OUT A BOX
Here are some examples of boxes fitted out for minimal movement of contents during transport to HD. In future this level of customization may be reserved for extraordinarily fragile items. (see sample box fitted out for transport).

INTERLEAVING A FLAT COLLECTION
Interleaving is used to protect manuscripts from items within the collection that may cause damage, such as acidic newspaper clippings, or pressure sensitive tape. We often use Apollo or permalife paper, folding a larger sheet into quarters before cutting to size. Always measure your first several cuts by putting them inside a folder to make sure you are cutting correctly before cutting a large batch. Or use the template (sample) on file.We don't want them to be the exact size as the inside of the folders because they would be likely to slide past the folds and get their edges bent when the folder is closed up, or stick out of the edges of the folder. They should be just slightly (1/8" approx.) smaller in dimension than the inside of the folder. They should be almost full-size, because it keeps whatever is behind it from touching other material. We don't use 8 ½ x 11" Perma-dur or Perma life sheets, for example, because manuscripts protrude from behind it. Cut all 4 sides, in order to make them as square as possible on the paper cutter.
Especially for flat collections, we might also use thicker folder stock, acid-free board, or corrugated board to separate items that may damage each other with their bulk, unevenness, or protrusions, such as a spiral notebook. To avoid the effects of gravity on the materials, since they rest against each other, we put very fragile items, such as tintypes, or brittle photographs inside pre-fabs and store that on the top of the pile inside the box, using a pre-printed label that says "KEEP ON TOP".

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3-FLAP FOLDERS
We are using up the supply of these sturdy custom folders on collections of photographs or collections that have many small delicate pieces to be kept together. The Reading Room uses spoiled 3-flap folders to transport materials for reproduction, because they keep things from falling out. We no longer buy them because they are a bit difficult and time-consuming to fold, their thickness uses up a lot of space, and they are a bit cumbersome in the Reading Room.

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Autograph files and Catchalls

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 Consult ArchivesSpace Container Management module to determine box & folder size.

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SINGLE ITEM MANUSCRIPTS

Single items do not have finding aids in OASIS, because they don't represent collections of anything, but stand alone. They come in many shapes and sizes. They can be sheets of paper that get put into an acid free folder within a prefab; a bound volume requiring no housing; a volume or sheets of paper inside a cmi or preexisting box; an oddly-shaped item inside an oddly-shaped box; an upright document box with multiple folders; a flat clamshell box with multiple folders; or pf boxes of any size with multiple folders, etc. Single items can be shelved at Houghton or can go to H.D. There are many variations.
NOTE: Sometimes a small manuscript collection will arrive that seems more a single item, because it doesn't have a finding aid in OASIS. Instead, the "items" are listed in the 520 field. It is easy to get confused, even though there are separate tracking forms for collections and for single items. Custom procedures are required to produce the labels for such collections, since the format/placement of data doesn't conform with that of other manuscript collections. If the collection is end-processed as a single item by mistake, some of the information could be misconstrued on the labels.

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■ Receive single items on the top shelf of the red "incoming manuscripts" truck in the manuscript end-processing work room.
■ Flat boxes are received on the lower shelves of the red truck, but exceptions can be made to conserve space.
■ Make sure the AEON slip accompanying the item shows the item is checked out to Manuscript end-processing. There should be no need to go into AEON until the item is ready for shelving.
■ Whether stored upright or flat, receive information about the item from Manuscript Collection & Single Item tracking form (viewable only in:  Adobe Acrobat DC and the ALEPH printout (with circled call number and accession number) from cataloger.
■ Examine item to make sure call number is visible and item is safe or in a safe enclosure while it is on the truck waiting for end-processing.
■ Discuss questions with cataloger or relevant others. Repeat this step whenever necessary.
■ As time permits, enter the item into the Manuscript Log, or batch items and have students log them in, using steps provided earlier in this document.
■ Print out the necessary labels from the Manuscript log, and end-process items according to practices and procedures listed below.
■ In ALEPH, create an item record, if none exists, using the guidelines in this document.
■ Scan bar code of the item into the item record.
■ Log out completed items, noting date shelved and number of labels made, etc.
■ Route items to "re-shelved" in AEON and place them on large white truck near door.
■ Note the date shelved on the tracking form and file it in box next to workstation, according to call number.
(These are kept until statistics are finalized at end of fiscal year).

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End-processing single item manuscripts : no housing required

Bound manuscripts (volumes) that are not part of a larger collection sometimes require no housing. The procedure for end-processing such volumes is different than that of boxed collections. Volumes without preservation issues or loose sheets/inserts can go upright on the shelf as they are after receiving labels and a shelf tab. Sometimes, however, volumes are housed flat because their boards have a worn bottom edge that will cause the volume to rest on the text block, and thus damage it over time. Volumes stored flat for this reason (usually larger volumes) may not require a box, unless they have loose pages or other preservation issues.
*NOTE: If a loose page or two at the beginning or end of the volume has made a clean break, the volume may be a candidate for quick repair, as this would be cheaper and faster than having a box made for it. Consult with or route the item to the Preservation Librarian, who may have further consultations with the curator or head of technical services. The same can be said for a detached board or spine. All single item volumes that do not require housing receive the following labels:

■ small label for back of volume:

The small label for the back of the volume normally goes in upper right of the inside of the back board.


AVOID COVERING TEXT or MARKS OF ANY KIND.

It's hard to tell whether the pencil mark that was partially covered above was a little sketch or a random mark. Researchers often request to examine anything that is covered up like this. Preservation staff would then have to spend time carefully removing the plate. The plate would also then have to be re-pasted in a different location, and it slows down the patron's work as well. Do not cover stains or spots either, because they could mask the spread of mold or bleed through the label, making it difficult to read.

shelf tab:
(front)

Bound volumes need a long shelf tab made from acid-free folder stock with the call number on the front as shown above. The tab is actually longer than shown here. It is the full height of the volume, plus the height of the bar code. Leave 1/16" or so between the barcode and the volume so avoid any chance of the adhesive from the bar code accidentally getting onto the volume (see below). Presently folder stock is used that is thicker than the white acid-free folder stock, because the white acid-free stock is damaged easily. The thicker stock doesn't fit into the computer, so a typewriter is used to add the call number to the top of the tab. The call number goes flush left on the top of the tab to make it more visible, and to not spend time centering it. We use scrap, cut slightly wider than the barcode, rather than using a computer to measure out the width. However, there is now a report in the Manuscript log for printing out shelf tabs onto the thinner white folder stock.

barcode:
(verso of shelf tab)

A barcode is placed on the back of the shelf tab as shown above. There are four kinds of bar codes: Houghton and Houghton [HD]; Havard Theatre Collection and Harvard Theatre Collection [HD]. This is subject to change. The shelf tab is placed inside the back board of the volume, near the gutter.

 donor plate:

(sample)

Bound volumes get a donor plate, centered, inside the front board, attached with methyl cellulose. To select the right donor plate, check provenance information in HOLLIS, or the 541 field in ALEPH to see what fund an item was purchased from, or in the case of a gift, the name of the donor. Then try to find a match in the three-ring notebooks that record all plates on the mezzanine. *See SAMPLE BOOK (and rules) FOR LABELS AND TABS for information on when to use the generic "HCL" donor plate shown below.

NOTE ABOUT PLACEMENT OF DONOR PLATE
Though small labels and donor plates ideally are centered, some subjectivity regarding placement is unavoidable when text or other markings appear that should not be covered up. Also sometimes subjectivity in placement will occur when multiple donor plates must be pasted into one volume. Aesthetic sensibility and experience is required for this. Allowances must be made for an individual's judgement on placement. No two people will always put the plates in the identical spot. To assume otherwise is a kind of flawed perfectionism that may lead to work being unnecessarily re-done, which is not in the best interest of the material.
Instructions about placement of the small label and donor plate are reversed for Arabic, Indic, and Persian, manuscripts. For these volumes, the donor plate goes on the back cover and the small label goes on the front cover.

PASTING DOWN THE PLATE
When an item has a strong enough front board, clear of text, the plate is fully adhered to the center of the board. It is brushed from the center outwards with methyl cellulose on a pad of newsprint. When it is affixed to the board, an opened paper towel is placed on it and a teflon folder is used to smooth it down. Afterwards, a "sandwich" of hollytex, blotter, and mylar rectangles (about 4 x 5") is placed on it and the book is closed, acting as a weight while the plate dries overnight. The sheet of hollytex goes directly on the plate, to prevent sticking. The blotter, on top of that, absorbs moisture; and the last sheet, mylar, prevents moisture from transferring to the text block.
Plates can also be "tipped in" so one can lift them to view text. When tipping a plate into a volume, use about 1/16" of methyl cellulose and put very near the "gutter" of the volume if possible, as this will help it stick when the volume is closed. Use a rectangle of Hollytex to prevent sticking.

*NOTE: Volumes that are going individually to Harvard Depository (offsite storage) do not require shelf tabs. They are tied into a Tyvek envelope and the barcodes and labels are applied to the exterior of that envelope, as outlined under  End-processing single item manuscripts : Harvard Depository (offsite storage).

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End-processing single item manuscripts : CMI and Phase boxes

Sometimes volumes come to end-processing needing a box because they have a detached board, vulnerable text block, or some other preservation problem. CMI is the name of a company that makes custom boxes and four-flap enclosures for volumes of all shapes and sizes. The volume is labelled but not barcoded because the barcode will go on the outside of the box rather than on a shelf tab. Volumes with loose pages or inserts are also boxed whether they are in good condition or not. Such volumes are put into a white acid-free envelope whose flap has been trimmed off (at the request of the Preservation Department). Currently they are checked out with an AEON call slip that routes them to "In Technical Services - End-processing".  Items are measured by the Manuscript end-processor or a student trained and supervised by the manuscript end-processor, basically following the written instructions available in CMI Manuscript End-Processing and Cases and boxes.

Volumes that go into a CMI box get a small label inside the back cover, just like an upright volume that does not require any housing. They also get a donor plate. But instead of a shelf tab, they will receive a spine label with the call number, and a barcode will go on the upper left of the front of the box. If there is no place to put the donor label on the volume, it can be pasted inside the front cover of the box instead.

See details in: CMI Manuscript End-processing (Acquisitions and End-processing section of the Houghton Technical Services WIKI).

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Rarely, if an item is very valuable and important it may require a cloth box, possibly with a leather spine label. In this case, the volume receives a donor plate and a small label as would a volume that did not need housing. If there is no place to put the donor label on the volume, it can be pasted inside the front cover of the cloth box instead.
The volume is then into a white acid-free envelope whose flap has been trimmed off. An AEON call slip that routes them to "In Conservation - Boxing" and a preservation routing slip is included that mentions a cloth box is required. The volume is then given to the Technical Services Librarian on mezzanine, who brings it to Preservation.
When the boxes are ready, Preservation staff will bring them to the end-processor for labeling and final shelving.
If a spine label hasn't been affixed by the box maker, or if the call number doesn't appear on the spine label that the box maker has made, a neat, formal-looking paper label on rag paper should be made, consisting of only the call number. It can be pasted on with pva, as methyl cellulose might not hold. The bar code can then be adhered with pva onto the front upper left corner of the box, as is done with cmi boxes.

Alternately, a short shelf tab can be made using the shelf tab report in the Manuscript Log:

shelf tab:
(front)

The shelf tab should have a bar code on the back as shown in the previous section about volumes that do not need housing.
If the call number appears on the spine label that the box maker has made, the box will only need a bar code on the upper left front.

*NOTE: Upright volumes in cloth boxes for volumes that are going individually to Harvard Depository (offsite storage) may be labeled differently. See section on  End-processing single item manuscripts : Harvard Depository (offsite storage).

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End-processing single item manuscripts : pre-fabs

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Sometimes awkwardly shaped items can be stored in a customized prefab. And, oftentimes, one can use a prefab to hold loose sheets that are supposed to accompany a volume, but are larger than the volume itself, thus creating a 2nd volume. If there are loose fragments, like a clasp, a pre-fab can be sometimes trimmed to the size of the volume, and measured with it for a CMI box. Here are some examples of custom fitted-out prefabs:

• FITTED OUT pre-fab: MS Russ 131 (we now use double-sided tape, not pva to adhere volare)

*NOTE: Single items in prefabs that are going individually to Harvard Depository (offsite storage) are labeled differently, as noted in the section  End-processing single item manuscripts : Harvard Depository (offsite storage).

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End-processing single item manuscripts : flat or upright document box

A single item manuscript consisting of many sheets of paper in folders, will be housed either upright in a pre-fab; upright in a document box or flat in a flat box.
One can make a single folder label using a Word template if that is what seems easiest at the time. See: Labeling single items. But making a single label in Word can cause unanticipated formatting problems. It is easier to simply use the Manuscript Folder Label report in the Manuscript Log. As long as the information is entered into the Log correctly, there should be no problem printing a single label for an item.

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End-processing single item manuscripts : Harvard Depository (offsite storage)

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WRAPPING VOLUMES THAT ARE NOT IN A BOX OR PREFAB: Harvard Depository
This procedure is the same as that outlined in the Printed books End-processing manual. Items are put into a Tyvek envelope, tied in a specific manner with cloth tape, and labeled on the front of the envelope in the same manner as a prefab.

(image will be inserted here).

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Donor Plate Guidelines.

HARVARD COLLEGE LIBRARY PLATE  (HCL plate)

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WHEN TO USE HCL (Harvard College Library) plate:
  ■ when an item is given by an anonymous donor.
  ■ when an item is purchased with funds other than Houghton's (usually Widener funds)
  ■ for transfers, such as: "transferred from New England Deposit Library" (see: fMS Ger 290)
  ■ for transfers, such as: "transferred from Widener in 1971" when there is no information in Aleph about the original source; there was no original donor plate put into the volume by Widener); there is no bound accessions record in RR for *71M-124 in which to check for any missing information: MS Ger 285
  ■ for transfers, such as: "transferred from HTC in 1967", with the accession number *66M-205. There are no bound accessions records to check; nothing is known about provenance beyond that it was transferred from HTC: MS Am 2261
  ■ when an item has been purchased by another library, not accessioned and then given to us (these, strictly speaking, aren't transfers). We are noting the fund(s) used and purchasing data in the 541, as we would for one of our own purchases. These items are receiving Houghton accession numbers, ownership labels and tabs, as per usual.

WHEN TO OMIT DONOR PLATE:
  ■ if items are on deposit
  ■  if an item is given to Harvard by someone whose last name is unknown (see: MS Gr 33)=re-check this, see HCL plate above.
  ■  if an item has been accessioned by another library and then given to us (bona fide transfers)

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GUIDELINES FOR TYPES OF MANUSCRIPTS, FORMATS & MEDIA

Below are guidelines for the manuscript end-processor in handling various different types of manuscripts, formats and media found within the collections. The manuscript end-processor keeps this section up to date. Certain kinds of materials should remain on-site. In the Conservation Overlap section is a list of Harvard Depository (HD) FORMAT RESTRICTIONS.

Types of manuscripts (audiovisual, digital, photographic, printed material, realia)                                                     

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BORN-DIGITAL MATERIAL
This material is separated out from collections and processed and stored independently. See the wiki for Born-Digital Materials

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MAGNETIC TAPES : audio
Audiotapes, etc. are subject to condensation when moved to store offsite. Weissman has guidelines for audiovisual materials of all kinds. They recommend always making a preservation copy before sending off to HD. This is because all magnetic tapes are in a constant state of "decomposition". Protocols will be established, but for now deal with the tapes on a case by case basis. (When a single reel occurs among a collection, it can sometimes be housed in a simple 3-flap sleeve adhered to a stiff board and stored upright among papers, using standard acid-free materials.) Consult Houghton Preservation librarian as needed. They too should be housed so they don't move around in the box. Various kinds of magnetic tapes include DAT (Digital audiotape); micro cassette--from hand-held recording devices; reel-to-reel tape; standard audiocassettes.

Audiocassettes, in general, especially if there are many, can be housed upright in a box so the exposed tape edge faces upward. Replace jewel-box type plastic covers with archival ones only if chipped, or if more protection is needed. Loose chips or fragments can fall into the tape and damage it.

MAGNETIC TAPES : audiocassettes 
MS Am 3362  Gore Vidal audiotapes

MAGNETIC TAPES : video
Betacam or Video Home System (VHS); consult the Preservation Librarian. These should be stored upright and labelled along the edge for easy viewing. Videocassettes, in general, can be stored upright with the exposed tape edge facing up. Note whether there is a tab on that edge that needs to be removed to prevent taping over, and ask Preservation Librarian how to remove it. See also "movie film" -  Consult Preservation about SOUND-ON film, as it is sometimes magnetic and should NOT go to HD (i.e. "Super 8" movie film).

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Bound albums containing phonograph records sometimes fit better in an extra-tall document box rather than a phonograph album box. If one record is too large to fit even in the taller box, see the housing solution slide presentation for an oversize phonograph record album. 

There are now custom oversize prefabs for larger individual records. And, we keep several sizes and styles of box on hand. These boxes are also generally useful for other media, such as reel-to-reel tapes.

To choose the desired box, type:  HOU record

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If the film has a strong smell that could be "Vinegar Syndrome" it may need to be tested for level of deterioration, and segregated or treated in a special way. Test strips are used for this purpose.

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PHOTOGRAPHS AND PHOTOGRAPHIC TYPES OF MANUSCRIPTS

Many early photographic techniques require special handling. Consult Conservation, who may suggest alerting the Photo Conservator at Weissman Preservation Center for assistance and advice. These are marked below, that will always need assistance, but also ask Conservation if there is any uncertainty about any particular photograph or technique.

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AMBROTYPES  *see: daguerreotypes

DAGUERREOTYPES *Consult Houghton Conservation (Weissman Center wants to examine all new material or problems)
Daguerreotypes can be stored upright only if: (a) the original box is in good condition, i.e. hinges in good working order, cover not loose and (b) it is in an enclosure that has been custom padded-out for protection. Otherwise, they can be stored flat, also in a padded-out box, and it does not matter whether they are stored with the image facing up or down, even though salts or degradation products from the glass from falling on top of the image can cause damage if they are facing up. In most cases, however, it is preferable to have the image face up, so the reader can see it without having to open it and then close, flip over, and open again.

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Photographs are especially sensitive to fingerprints. To avoid the reader having to touch the surface, photographs are housed in archival photosleeves made of polypropylene  which are approved by Houghton's Preservation Department (see also: How to use Photosleeves.). Photographs that don't fit in these sleeves are stored sometimes in phototex paper, white archival folder stock, mylar folders (rarely), or alone in a single folder. Photographs that are too big for a sleeve, but that have white borders can sometimes be left as they are since fingerprints would only touch the border, and not the image itself. When handling photographic material directly, it is best, when possible, to wear the right size of nitrile glove, which will prevent fingerprints.
It is usually more efficient to have manuscript end-processing staff handle photographs, because photos rarely match the sizes of the enclosures, and lots of decisions have to be made such as whether the material that surrounds the polypropylene photosleeve is too fragile or thin and might either stick to it (by static) or be damaged by it. In such cases we might want to start a new box or folder at that point to avoid having to interleave or to allow a fragile item to be the first item on the pile in the next, rather than at the bottom of the first box. Also, if a box or folder becomes too full, we might decide to start a new one, which might affect whether they are stored in photosleeves or phototex paper, etc. The cataloger will not be able to foresee all these things, and neither will the end-processors until the time of actual end-processing. Having the manuscript end-processing staff handle photographs avoids having to re-do work and waste supplies.
Students will fill out the verso of the instruction sheet that accompanies each collection, indicating which items from the finding aid contain photographs. But sometimes the photographs are interspersed within a thick folder of papers and aren't that easy to find. Since this is time-consuming,we ask that catalogers put all photographs from an item at the back of the folder if possible. As with most things we do, there are often several different potential solutions to a problem, and it is impossible to foresee exactly which one will work, or whether a new one will occur to us. 
Sometimes a decision is made to interleave with phototex paper instead of using photosleeves, based on the types of surrounding materials; or whether the photographs are a more-or-less uniform size and might fit better into a small 4-flap enclosure. The photo Conservator at Weissman (Brenda) has approved the use of our archival white 2-flap folders with photographs when standard supplies don't work. Interleaving isn't required between the photo surface and the folder. [This would be in the case where a photo is too large to fit into a photo-sleeve]. The phototex paper is very thin and better suited for flat storage of photographs.
According the the WPC photo conservator, if there are lots of same-sized photographs stored together, it is ok not to interleave them, as long as they are in an enclosure that is close to the same size so that they don't slide around a lot. And, as long as there are no other preservation issues that might transfer from one photo to another.
Often a photograph on thick backing will need to have the individual sleeves cut down and folded under the edge so that they don't fall out. If the backing has a border of an inch or more, and supplies are low, and it is the only thing in the folder, it is ok to leave it without a sleeve or any sort of inner folder. The border will protect it from fingerprints. Because there are many such complicated considerations, it is best not to make decisions about housing photographs before the time of end-processing.
Standard-sized photographs in any manuscript collection here thus far are the exception. So, there are about 5 or 6 different standard-sized polypropylene photosleeves that we purchase, then cut the edges and fold them under the photographs to keep them from falling out. Only a photograph that fits exactly in the sleeve is in not too much danger of falling out. All others which are slightly smaller even, will start to slip out with the movement of the box off the shelf, etc. Also, there has to be at least 3/4 " flap to fold under or the flap will not hold either. So usually the Manuscript Assistant puts the photos into the sleeves, and the temp. or student does the clipping and folding.

We try to use sleeves with the most number of pockets per sheet as possible. Storing four photographs in one flat sheet uses space more efficiently than storing four photographs in two sheets; especially if there are hundreds of photographs in a collection. Anyone using photosleeves should first view TEST>>>>  How to use Photosleeves        How to use Photosleeves. See also : Preliminary Processing - Photo album (Nabakov)

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PHOTOGRAPHS : upright storage
We put all photographs into photosleeves. If a photograph is a bit taller than the folder, we make an inner folder out of white acid-free folder stock, just slightly smaller than the outer folder. The inner folder is at least the same height as the photograph. We try to make such folders uniform in size within a box as it looks neater, rather than have a lot of custom-sized inner folders of all different heights, even if it means that the photograph will sometimes be shorter than the inner folder. If there are a lot of photographs that are too big for the sleeves, we will put them into inner folders made usually of white acid-free folder stock, or simply interleave them with the folder stock.

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PRINTED MATERIAL : bound

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Books stored upright
Sometimes annotated books are found in a manuscript collection. If these are too tall to stand normally inside the box, or if the bottom of the textblock is flush or slightly longer than the bottom edges of the boards, let the volumes rest on their spines within the folder. If they are stored with the spines up, it will put pressure on the boards and they will eventually detach. If the book is in good condition, and has no inserts, it can be housed upright by itself as an "MS".
Books stored flat
Sometimes there are many books in a collection of mainly papers. They can be stored flat in separate piles within a box with a divider to keep them from abrading each other. Often a tab that is the full width of the volume and the width of the box, and of a slightly stiff material, is made to keep them from moving around too much in the box. They can be treated in the same way as bound manuscripts. Books within a collection that is mainly papers and letters are not plated. Sometimes a small label is put into the back of the volume, however, as would be the case with a bound manuscript within a collection.

BOUND PRINTED MATERIAL : Album or Scrapbook : interleaving clippings in an album
Scrapbooks are usually housed flat to make detachment of contents less likely. Try to estimate the thickness of paper that would be added to the volume if you were to interleave every page. This might be so much paper that it would compromise the structure of the binding. But if it is just a few pages and doesn’t seem like it would harm the binding, you could interleave. But, first find out whether this is an extraordinarily valuable item (sometimes clippings are not very rare); and whether the binding is already somewhat damaged. If the item is not unique or of great value, you may choose not to interleave.

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CLIPPINGS
When original letters and ms. material include clippings, we normally unfold them as much as possible so that Imaging Services doesn't have to do that. We then interleave them with permalife, apollo, or permadur sheets so that they don't discolor surrounding material. However, if part of a collection is exclusively clippings, or if the clippings are adjacent to material such as photocopies of other clippings, we would not interleave. See also: GUIDELINES FOR TYPES OF MANUSCRIPTS, FORMATS & MEDIA / BOUND PRINTED MATERIAL : Album or Scrapbook : interleaving clippings in an album.

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REALIA

DEATH/LIFE MASKS : originals or casts of face and other parts of body
Whether plaster or metal, these are all to be stored in the VAULT together, usually in a "hat" box, padded with volara or acid-free tissue, and with tissue as a "base" for the hollow area. Consult Conservation for difficult pieces. Metal should be stored in unbuffered boxes if possible. If not possible, surrounded with tissue.   See also:  plaster.

FLAG 
(Housing Solution for a flag).

MATCHES

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MIRRORS
Can be housed in unbuffered tissue: the same kind used for textiles. WPC says that buffered tissue would have calcium in it that could be abrasive to mirror. The Harvard Theatre Collection has some mirrors with elaborate metal frames. If intricate or problematic, it would be best to consult Preservation for advice on what materials to use for housing.

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Manuscript Formats (matted items, rolled items, spiral notebooks, etc.)

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Matted items can go into folders along with the rest of a collection as long as they are roughly the same size as most of the other items within the box, and do not present any other apparent dangers to surrrounding material. If a large part of a collection is matted, or if the matted item is likely to be exhibited some day, we might go so far as to put a sheet of transparent paper interleaving behind the mat, and put an additional label with a water-based adhesive on the verso of the mat, or inside the mat below the hinged item, so there is no problem identifying it during the sometimes harried process of installing an exhibit, when folders can get separated from items.
If a mat is acid or in bad condition, the curator or cataloger may approve discarding it. Old hinges can be carefully cut off above the edge of the sheet with a scalpel or sharp olfa cutter. The curator or cataloger may want text photocopied for the curatorial files before discarding old mats. (See also: PHOTOGRAPHS: matted).

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PALM LEAVES : string

ROLLED ITEMS

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SPIRAL NOTEBOOKS (metal or plastic)
Many spiral notebooks will fit in the largest size of prefab. This will protect the materials that lay both underneath and on top of it from being dented by the metal or plastic. The largest pre-fabs are slightly shorter then the ms. boxes, but not too short to be used inside the box as if it were another ms. folder. However the width must be trimmed about 1/8 of an inch in order to be able to close the box. It might be best to use a metal ruler and olfa cutter to save wear on the paper cutter on the work table. Try to cut as close to the inner folder as you safely can. If you are using clam-shell boxes you won't have to trim the pre-fabs--but you will if you are using some of the older boxes, as most are slightly smaller inside.
The green paper cutter is not strong enough or large enough for cutting thick board like this. Always trim the pre-fab empty of contents, or you could end up cutting off the edge of a manuscript.
If stored upright, spine should be facing down, and be sure to accurately crease the bottom of the folder it is in. If this seems to present problems to rest of material, make a stiffer folder for it, or consider whether it could be stored with the spine up instead. If stored flat, you may have have it on top of the pile with a label "keep on top", unless it does not seem like it will damage other material or be damaged. One could pad out the area of the protruding spiral with board, but it is very time-consuming and materials are costly to do this routinely for large collections.

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Manuscript Media (metals, paint, powder-based, plaster, textiles, etc.)

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METALS
Copper plates, mounted on wood, used in book illustration, should be stored in boxes small enough that weight is not a problem. They should be on their sides, rather than laying flat, so that the surface is less likely to be damaged from pressure. They should have either full individual folders or 2 pt. board or mat board interleaving, rather than corrugated board, as corrugated might make an uneven impression on them. And they should be stored as firmly pushed together as possible so they don't move much, though not so tightly that they are exerting pressure on each other and on the box.
As far as buffered, non-buffered, Weissman Preservation Center (WPC) does not specify one or the other, just to use the usual materials we have on hand, i.e. the mat board and the 2 pt. board that is used for most everything else.
Check with WPC for other metals. Sometimes they are to be stored in unbuffered boxes, or at least wrapped in unbuffered materials to make corrosion less active, like tissue. Sometimes a ziplock bag might be acceptable, though bags in general are less desirable than folders/boxes that don't require pulling the item in and out.
Handcuffs, swords, etc. (see: bMS Am 2373) have been housed in unbuffered 6-pack microfilm boxes from metal edge. A cushion or ring base can be formed out of the UT30500R Acid-free unbuffered tissue from Gaylord's. Buffered boxes can also be used as long as it is lined with acid-free unbuffered tissue.

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TEXTILES
Crumpled unbuffered acid-free tissue, rolled into snakes, can be put inside clothing next to folds, since that is where damage usually first occurs. Leave items as unfolded as possible. You will need larger boxes than usual for costumes, etc. The box doesn't have to be unbuffered, as long as there is unbuffered tissue between the item and the box. Use the large roll of tissue we keep in the manuscript end-processing work room.

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Books
Bound volumes in good physical condition should have the barcode labels attached to outside covers. Barcodes should be placed in the upper-left-hand corner of books, with the spine facing left. An alternative barcode location for books transferred from browsing collections is at the top of either the front or back book cover. No books can be accepted at the Depository with barcodes more than one-inch from the top of either cover or on the inside of either cover. Fragile books should be stored in protective acid-free envelopes, wrappers, or boxes, with one barcode attached to the outside of each container (in the upper left-hand corner), and a duplicate barcode may be affixed to the actual book. The preparation and barcoding of fragile items is described in more detail in the following section (Preparing Fragile Books For Transfer).

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SAMPLE BOOK (and rules) for non-standard labels and tabs

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ACCESSION NUMBER AS CALL NUMBER
Sometimes catalogers will choose to allow an accessions number serve as a call number. For volumes, the small label in back can use the date on the bottom instead of duplicating the accession number. For example, printed books that were once classed as 52L-MANUSCRIPTS and are being reclassed as 52L-1140 etc. will have small labels that look like this. We no longer include the date at the bottom of the small label that goes into the verso of the volume. 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 single items.

CURRENT:

OLD:

For volumes over 28 cm, 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 aisle. Some of the older ones have an uppercase "F" at the end rather than a lowercase "f" in front.  To continue the current practice, here is a sample label for an item in a prefab over 28 cm.:

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[BRACKETED INFORMATION] : SAMPLE LABEL

Brackets are used when information is supplied by the cataloger. But some types of bracketed information is not supposed to appear on the label. Information about author or place, for example, such as [Amy Lowell] is necessary to keep. But other descriptive information, as below is not meant to be included.

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Labels are printed on Avery 5911 perforated business cards. The bar code and the HD sticker are affixed to the card, NOT to the box itself, or to the label holder. This is because if the label ever needs to be changed, the card can simply be removed and replaced.  Also the label holder doesn't offer protection for stickers adhered to the outside of it thus defeating its purpose. And, there would be a problem removing those stickers from the outside of the label holder if it were necessary to do so.

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Below is a sample of a plastic label holder that had a self-adhesive label stuck to the outside of it, thus making it useless. In this example, an additional label (not pictured) had also been stapled over the label holder and the self-adhesive label. Since the legs of the staple cannot be bent in, they protrude sharply into the box, endangering materials and human hands. Staples should not be used to affix box labels. Label holders are meant to facilitate temporary labeling and future changing of label information during end-processing. But if a temporary removable label is used by the cataloger, it should be placed directly on the box, rather than the plastic label holder, as these removable labels also tend to stick to the plastic and are hard to remove.

Please see the  Box labeling presentation.

HYDE BACK STACKS:  see SPECIAL LOCATIONS : Hyde Back Stacks

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___________________________________________________________________________________________________________________________
Lobby : SAMPLE LABEL

"Lobby X.1.1" is part of the call number and should also appear exactly as shown on the shelf tab.

Lowell Autograph Collection : SAMPLE LABEL

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MANUSCRIPTS REMOVED FROM A VOLUME : SAMPLE LABEL

This type of label is normally pasted into the front cover of the volume, at the bottom, against either the left or right edge, rather than centered.

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Manuscript folder labels look just like those from any other manuscript collection. They do not need to include the "POETRY *" designation. Boxed items are shelved with all other boxed collections on sub-basement. They are not included in the special "Blue Star" area of the stacks behind the cmii shelves that is designated for printed Blue Star material.

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PRINTED BOOK COLLECTION LABELS

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bMS Am 1948 (cont’d.) -

bMS Am 2031

Pusey - 12

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THEATRE COLLECTION STACKS : PPF and PFD DRAWERS (oversize folders and labels)

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Orientation of folder labels are as follows.

When examining folders in Reading Room on a table they normally open like a book, from right to left, as shown below.

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Full-drawer folders (below) (ppf) (28 x 38" or larger) are oriented with the crease facing the front of the drawer. The label will be right-side up and facing whomever is opening the drawer.

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______________________________________________

VAULT : SAMPLE LABEL

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STUDENTS

HARVARD STUDENTS

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Focus on the work while you are here: cell phones, social media, & schoolwork on your own time
Food and drink policies are ever-changing : get the latest from your supervisor
Complete 30-minute library-wide ergonomic and handling TRAINING when possible.
Handle folders and manuscript material with clean hands.
Do one thing at a time and be careful of the original order that manuscripts are in.
Point out defects in supplies to the supervisor.
Proofread information on labels before attaching : point out errors to supervisor
Don't discard fragments of collection material that contain text; or throw out any collection-related material (including old folders) unless instructed to do so.
Use only pencil : store pens and felt-tip markers away from collection material
Leave work stations clean and organized.
Computers should be turned off before leaving for the day (unless you know it will be used afterwards).
READ these Guidelines for all

Below is a sample Harvard Student job posting:

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SUPPLIES

Supplies : cartons (Paige boxes)

Finding a Paige Box

Using a Paige Box
Fill the box with properly creased folders that fit the papers well. Well-fitting folders match the width of their contents and thus remain flat on the bottom. This allows for support and ease of removal.

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The following videos show how to choose the best crease for each folder by examining problems that arise when folders are not creased properly.

Filling the box

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Supplies : folders.

Standard white archival folders used for collections housed flat in clamshell or metal-edge boxes.

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Houghton Standard size: ANYTHING LARGER than 8.5 x 11
Use a large mylar folder; or a piece of white (Word Tech) folder stock. Use phototex paper for large flat photos or smaller photos: it's too floppy for a large upright photo.

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APPENDIX

Documents mentioned in this manual (arranged alphabetically by software)

MICROSOFT WORD
AEON instructions
Box label instructions
Box label template in Word
Labeling large collections
Labeling single items using WORD (sample) - not recommended for large collections.
Manuscript Collection & Single Item Tracking form (sample filled out form).

POWERPOINT & ADOBE SLIDE SHOWS
Box labeling presentation
Paige box storage
Photosleeve presentation 
Supplies slide show

POWERPOINT & ADOBE SLIDE SHOWS : HOUSING SOLUTIONS
BOX : fitted out for transport
CURLED STRIPS stored in MYLAR
FITTED OUT prefabricated document enclosureFLAG
PALM LEAVES : string
PHONOGRAPH RECORD ALBUM : oversize
RE-HOUSING PROJECTS : when not using temporary labels

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INTRODUCTION – this link goes nowhwere/or at least nowhere relevant
Staff Guidelines --this went to books endprocessing guidelines
All new staff should complete the 30-minute library-wide ergonomic and handling TRAINING

QUICK LOOKUP
Conservation overlap
Manuscript Tracking form
Routing and returning material to Manuscript end processing (AEON)
Supplies

PRELIMINARY PROCESSING, examples:
How to use Photosleeves
Nabakov photo album
Palm leaf - string
Rolled storage & Santo Domingo Posters Slide Show
Temporary housing for preservation projects
Vidal audiocassette presentation

End processing archival collections: --this link goes to Betts/archivists wiki step-by-step

Boxes
Container Information & History
Box labeling presentation
Box Sizes (standard flat)
HD stickers & barcodes

Folders
Filling and creasing file folders
Creasing file folders with thick contents, part I
Creasing folders with thick contents, part II
Oversize folders : drawers in Case Ranges  (PFD and PPF.)

Vicki's note:

End-processing instruction sheet 

End processing work in a SC setting can be done by individuals who are not on an active professional library track, but who receive training in aspects of librarianship necessary to carry out the work. The job can grow over time with an individual, as training can increase or expand. For example, aspects of the work that are oriented more towards preservation/conservation are one avenue for expansion that is not universally pursued in depth by someone who has finished library school. In this way, those who carry out end processing may fall outside the "paraprofessional" or "unskilled" categorizations associated with non-SC libraries. Indeed many people who did not choose to go to library school, but obtained other degrees or mastered other pursuits, can be quite skilled and very professional in their work.  As well, there are opportunities for using skills of management, organization, creativity, problem solving in work such as this. Such people can enhance the success rate of a library by supplying outside views and perspectives.

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