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Link to end-processing manual pre-FY24 revisions, PDF version:

HoughtonTechnicalServices-ManuscriptEnd-processingManual-231023-0806-10972.pdf

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(LEGACY): Manuscript End-processing Manual

Contents

Introduction
Goals and Expectations
Use of this manual

COLLECTIONS AND SINGLE ITEM MANUSCRIPTS 

COLLECTIONS

SINGLE ITEM MANUSCRIPTS

GUIDELINES FOR TYPES OF MANUSCRIPTS, FORMATS & MEDIA

COMPUTER NOTEBOOK

AEON instructions

HARVARD DEPOSITORY PROTOCOL

SAMPLE BOOK (and rules) for labels and tabs


STUDENT HIRING.

SUPPLIES

APPENDIX



Introduction



Most people think a manuscript is either a stack of 8 ½" x 11" papers (the draft of a novel), a bound medieval text, or a rolled or framed parchment of some sort. Many also think that labeling and storing manuscripts would not require much effort. People assume they are skilled enough already, and can do it efficiently without needing advice: probably better than anyone else. How hard could it be to get some folders and a box and put a label on them? The trouble is that there are many unpredictable aspects to end-processing manuscript collections, and challenging logistics behind readying them for use by researchers to be continually overcome. Obstacles arise from all directions. Effort from every region of the brain is required to overcome them. Consulting a manual may help.

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When item (3) is too big and fragile to fit into the box with items (1)-(10), is it necessary to find an unconventional way to store them all together; or is it better to store them separately and annotate the finding aid? What if an item is sharp, toxic, or otherwise dangerous to handle? Will a box of typescript items be deformed if a small thick volume must be stored in the middle of the pile? Would the answer be the same if the folders were stored upright? How does one safely store a tintype that must be boxed with a stack of letters? Can an an old piece of blotting paper be discarded? What if an item smells of moth balls? Should one remove a straight pin from an Emily Dickinson manuscript; or is it considered an artifact? Is it safe to send an item to the Harvard Depository? How should we store and label an item?

Goals and Expectations



Goals
The main goal of end-processing manuscripts is to ensure that patrons and staff can identify and handle material safely in housing that is neat and clean. Most manuscripts are therefore numbered, housed in acid-free file folders, and labelled on the upper left of the folder. Certain material is prepared for photoduplication or digitization by unfolding, and removing staples and paper clips. Unfolding the material also allows for more compact storage. By marking affected items "restricted", the Library honors agreements with donors. Manuscript end-processing is an essential activity that supports the Library's mission with regard to the care and security of its collections.




Expectations

Focus on the work while you are here: cell phones, social media, & schoolwork on your own time
Food and drink policies have changed in accordance with COVID 19 requirements.
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 call number, source information, and accession number on labels before attaching.
Point out errors in descriptions on labels when matching items to their call number.
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 in a drawer (felt-tip can ooze ink onto material if accidentally left open).
Leave work stations clean and organized.
Computers should be turned off before leaving for the day (unless you know it will be used afterwards).

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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.

EDITED above 7/22/20

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.


Housing and storage indicators (*applies mainly to Houghton storage)

UPRIGHT STORAGE INDICATOR: MS
Items that are shelved upright have no prefix. Their call number begins with "MS" [manuscript]. This includes mostly volumes, and, occasionally, upright document boxes. Shelves for this designation are 31 cm. in P&GA stacks on basement, so items need to be 30.5 cm. or less. The average shelf height for mss. on sub-basement Pusey, is 33.5 cm, so items need to be 33 cm. or less. or less. However, shelves on sub-basement in Pusey for MS Eng, MS Ger, and MS Port are 33 cm. And shelves for MS Am, MS Ital, and MS Lat are 34 cm. So there is a range for all MS items of between 31 - 34 cm. shelf height. It is helpful to keep a piece of card stock that records the various height ranges for different categories. The manuscript end-processor will note changes in storage indicators that occur during end-processing and provide updates for the cataloger. The official size for MS has recently been set at 28 cm. for all future cataloging and shelving purposes.
Since 31 cm. is the exact size of our most commonly used pre-fab, when a tab is added to these pre-fabs, they will not fit on the P&GA shelves, which are also exactly 31cm. So these items must be designated "fMS" and shelved in the "fMS" section of the P&GA stacks. In most other areas of the stacks, the 31cm tall pre-fabs are designated "MS" because they do fit on the shelves after a tab is added. Also, unlike the general Houghton stacks on sub-basement in Pusey, P&GA does not put "f" sized upright items along the bottom shelves, but segregates them in an entire small section at the end of their "MS" storage.
Upright document boxes are 26.5 cm. tall--largest ones are 32 cm. tall. They would fit on most "MS" shelves but are seldom designated "MS" because "MS" is mainly storage for upright volumes rather than boxed collections. The word "boxed" has a double meaning, which can be confusing. A boxed collection is stored in various sizes and shapes of boxes that are purchased in mostly standard sizes from an archival supply vendor. A boxed single item manuscript refers usually to a volume that has had a custom-made clamshell type box and is normally shelved upright. The vendor we use that does such custom work is called "CMI". We therefore call these "cmi boxes". More detail is provided in a section below.
There can also be confusion when referring to the Pusey Stacks because of the two separate areas which are used for shelving Houghton and Harvard Theatre Collection material. The manuscript stacks in Pusey is entered through Houghton's sub-basement, and houses non-Theatre Collection material. The Harvard Theatre Collection has two levels of stack space and is entered via the basement level of Houghton. Though technically both Houghton and the Theatre collection have stack space in Pusey, they are two distinct areas. We don't currently have terminology that makes that distinction. Large manuscript collections waiting for end-processing are usually kept in the Houghton manuscript stacks in aisle Pusey-4,5 called the "collections holding area" on the sub-basement.

UPRIGHT STORAGE INDICATOR: fMS
The prefix "f" stands for folio, but for purposes of shelving, this simply means all items that are shelved upright, but are taller than 28 cm. They are kept generally along the bottom shelves continuously throughout the stacks. Though occasionally shelving is adjusted to create separate set of shelves for them.
"fMS" also designates an item shelved upright whose width (rather than height) exceeds the width of the regular "MS" shelves. This happens only occasionally. In this instance items are shelved along with all the other fMS items in order of call number.
The height of the fMS shelves varies. In the P&GA Houghton basement it is generally 3 contiguous shelves of 48.5 cm. with the bottom shelf 46 cm. In the Pusey sub-basement manuscript stacks, however, it is most often about 48.5 cm., but sometimes 49.5 cm. We do not generally have volumes bigger than this. When we do, sometimes they are extremely heavy, fragile, with lots of metal hardware in the binding that would do damage if shelved vertically. So anything taller than 49.5 would shelve flat and be called "pfMS", or "portfolio manuscript", and shelved in the "pf" area. As this was written, the official sizes of MS, fMS, and pfMS are being designated. MS is anything 28 cm. or less; fMS is anything larger than 28 cm. There are exceptions to this, however, in some of the special locations like the Keats Room, which does not have a separate area designated for "f"MS items.See SAMPLE BOOK (and rules) for labels and tabs.
(There is no manuscript category for anything larger than 49.5 to be shelved upright, except in the Theatre Collection. In other words, Houghton does not have a category of items called "pfMS" (horizontal) because there are no "pf" manuscript items that are ever shelved vertically).

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Any other new indicators can be viewed in the item record in HOLLIS, in the drop-down screen next to "Collection". PFC refers to the set of black flat files, called PF Cabinet, found on basement level with Typ items. These indicators are all available in ALEPH.  See SAMPLE BOOK for placement and orientation of labels and folders in drawers for PFD and PPF.

Shelving categories at Houghton and Harvard Theatre Collection

MS = upright storage less than 28 cm. height
(distinct shelving area in Houghton and HTC): mostly upright volumes; occasional upright document box.
fMS = upright storage 28 cm. height or more
(bottom shelves of all MS shelving areas in Houghton and HTC): mostly upright volumes
bMS = boxed manuscript, flat storage, less than 13.5 cm. tall
(separate shelving area of Houghton sub-basement only): standard-size flat manuscript boxes
bMS = boxed manuscript, flat storage, less than 13.5 cm. tall
(shelved at HD): standard-size flat manuscript boxes.
bMS = boxed manuscript, upright document box, taller than 13.5 cm, height limited by HD specifications.
(shelved at HD): all sizes of upright document box and paige boxes.
bMS = boxed manuscript, flat storage, less than 13.5 cm. tall
(distinct shelving area of HTC, lower level): standard-size flat manuscript boxes; upright document boxes, & pfMS boxes of all sizes--all shelved together on continually adjusted shelving)
pfMS = flat box, less than 13.5 cm. tall, but wider and longer than standard size flat box
(in a separate pf area of Houghton): several different pf sizes all shelved together
pfMS = flat box, less than 13.5 cm. tall, but wider and longer than standard size flat box
(shelved in bMS area of Harvard Theatre Collection): several different pf sizes all shelved together with the standard-size flat box.
pfMS = large volumes, over 28 cm., that must be stored flat, but are not in a box are also shelved in the pf area of Houghton along with boxed pf items.
pfMS = large volumes, over 28 cm., stored upright on bottom shelves (only in HTC stacks).
There are other places in the library where some items are shelved, but this is indicated by a word or phrase that follows the call number. See below.
PFC = PF Cabinets on basement. This is storage for oversize items. There are 2 flat files, small black and large white.(lots of Typ stored here, but other things as well).
PFD = Case Range-half drawer (HTC flat files in Pusey). Folder labels read "pfMS" with "drawer" several spaces from end of call number.
PPF = Case Range-full drawer (HTC flat files in Pusey). Folder labels read "pfMS" with "drawer" several spaces from end of call number.
TRC = Most manuscript items in the Theodore Roosevelt collection area of the Houghton stacks.
zMS = anything in the z closet now has this prefix.

Special locations
Some collections are housed in specially segregated areas within the stacks. Some are housed partially in the general stacks, and partially in public or non-public areas outside the general stacks. The call number is sometimes augmented according to the distinct area in which the collection is shelved, such as a room or closet. However, sometimes the call number can reflect the donor, author, or subject that categorizes them rather than the location. Special locations such as these are named below. A listing of all such locations and sample call numbers appear below. Examples of shelf tabs and labels may be found in the sample book, a 3-ring notebook, that is being gradually transferred to this manual. It is mainly volumes that appear in public places.

SPECIAL LOCATION, public area : Dickinson Room
This refers to shelves inside locked glass cabinets. Some printed materials using EDR on their labels may also be housed in the Dickinson Closet, rather than the locked glass cabinets.

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Basically, Hyde collection boxed manuscripts and a few codex manuscripts are stored in the Hyde Back Stacks, which is a non-public area. Printed books and most bound manuscripts from this collection that will fit are shelved in locked glass cases in the Hyde room. The bound manuscripts all have a note in the finding aid to indicate that they go in case 9 in the Hyde Room. We do not make a distinction between "Hyde Room" and "Hyde Back Stacks" on the labels, Any future acquisitions will most likely be cataloged as "MS Eng" and be shelved on the sub-basement in Pusey with the regular collections

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SPECIAL LOCATION : Hyde back stacks This refers to a non-public area of storage where most of the MS Hyde manuscripts are shelved. But "Hyde back stacks" doesn't make its way onto labels as it is too wordy. There is at the moment no designated separate area for "pf" boxes in the Hyde back stacks. So, like Printing & Graphic Arts, and Theatre, all sizes of boxes are shelved together. The prefix "pf" is retained on the labels for large flat boxes with the notion that one day there may be enough space to segregate them. There are also some items in the Hyde Back Stacks which remain in frames that because of their bulk are kept on the bottom shelves in paige boxes without lids. These are also called "bMS Hyde" (since they are technically in boxes), but they are kept on bottom shelves because they are heavy and cumbersome. In the future some might be removed from the frames and stored differently.  See also SPECIAL LOCATION, public area : Hyde Room.

  • labels = bMS Hyde 98
  • shelf tab = MS Hyde 87
  • box label for accessioned item = HYDE 2003JM-40 (pf)

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The manuscript end-processor oversees the preparation of manuscript materials for labeling, prepares and applies labels to single items; supervises and trains students who assist in these activities for boxed collections, and single items. The end-processor also keeps track of items that are restricted, based on information taken from the ALEPH records and finding aids, making sure that information appears on the labels, and that they are routed to the vault if necessary. The manuscript end-processor must also account for all manuscript items that are passed on for end-processing until they are shelved; handing off any changes or corrections to the cataloger when end-processing is finished.The manuscript end-processor assists with shelving new manuscript items. It is also the responsibility of the manuscript end-processor to address concerns about preservation, conservation, housing issues, and supplies with the Preservation Librarian and others.

Objectives
The first objective is to manage incoming material. This means trying to keep everything accurately labelled, and in a condition to facilitate access until it is end-processed. For example, things that come in loosely bundled with cloth tape should be transferred to a pre-fab, box or envelope as soon as possible. Upright items go on the top shelf of the red "INCOMING MANUSCRIPTS" truck inside the door of the work room. As time permits, like items may be grouped together, i.e. pre-fabs, CMI boxing, questions, items that need minimal work, etc. When the shelves start to fill up, however, the items will need to be worked on. Students help log in new material. The lower shelves of the red truck are used mostly for small boxed collections. Sometimes oversize or oddly shaped items have to be finished right away to make room for other items.
The influx of large collections, single items, middle-sized collections; coordination of supply needs; making good use of time and space are some of the "plates" that constantly need spinning. Students can help with routine large collections, which frees time for the supervisor to ready middle-size boxed collections for labeling, and to work on single items, etc. But boxes are always checked for contents and quality by the supervisor before shelving. The End-processing instruction sheet helps ready work for students ahead of time. Refining and updating that form is a good way to streamline the work. Adding to the manual on a regular basis is also key. More experienced students are usually better equipped to help with the numerous middle-sized collections, since there are many variations, inconsistencies and special preservation considerations. Below are some procedures, warnings, and tips for the manuscript end-processor.



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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", the item status "02" and the sub library "Houghton". The shelving indicator (prefix to the call number) under "collection" is controlled by the manuscript catalogers. Below is a default item record for one box in a collection to be shelved at Houghton. Item records created by catalogers have the item process status "CT". But item records that were created in a batch by the system have the process status blank. Sometimes these system-created item records also have "SBC" [smart bar code] that should be deleted. A previously created item record might also have a "note", indicated by a red check. Often the note can be deleted if it is no longer relevant.
Besides the samples shown here, printouts of sample default item records are kept in the Computer Notebook for easy reference. More detailed information about barcode entry, etc. can be found in the BOX LABEL INSTRUCTIONS.

*Note that there are special instructions for use of barcodes with Autograph File and Catchall collections. Any size box containing these types of collections will get a barcode. The folders inside the box do NOT get barcodes. Likewise, oversize PFD and PPF folders from these sorts of collections (in drawers in HTC) do NOT get barcodes. The only folders that receive barcodes in one of these drawers are single items that are not part of an Autograph file or Catchall.  PFD or PPF folders from (non Autograph file/Catchall) large boxed collections are marked with the prefix "pf" and marked "(drawer)" on the label after the item number, but do not need barcodes. Such individual items are marked in OASIS as PFD or PPF, which is the reason no barcode is necessary. See Autograph File and Catchall collections under "COLLECTIONS".


ITEM RECORD FOR A SINGLE ITEM STAYING AT HOUGHTON

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ITEM RECORD DESCRIPTIONS (for boxed collections)

To facilitate retrieval, box description rules for item records that appear in HOLLIS are as highlighted.  Below are samples from a specific collection:

Box (standard-size 11x15" flat box): Box 3: items 12-20
Box (larger than standard flat box) Box 3: items 12-20; pf box
Carton (standard size "Paige" box): Box 3: items 12-20; carton
Carton ("Paige box" large than #15): Box 3: items 12-20; large carton
Document box (upright flip-lid box): Box 3: items 12-20; document box
Document box (thin upright flip-lid box) Box 3: items 12-20; half document box

Here is an example of an item record for Box 7 of a boxed collection that went to HD:

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*For examples of solutions to especially difficult housing issues, see slide shows under HOUSING SOLUTIONS, listed in the appendix.

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

SEE ALSO:

Numbering folders, labeling boxes, send to end-processing

and Tips for catalogers.

COLLECTIONS



BOXED COLLECTIONS
Boxed collections are housed in two different ways. Either they are in acid-free file folders with a re-inforced tab that stand upright inside legal-sized Hollinger boxes, or they are in 2-flap acid-free folders that rest flat in a box with an attached lid (called a clam-shell box) that was specially designed for ease of use in the Reading Room. Usually collections that present few special housing considerations and are not frequently used are stored upright and sent to HD. If a collection is too fragile to go to HD, or if heavy use is expected, it may instead be kept in flat boxes on site, since Houghton shelving is adjusted to accept flat boxes about 4" high. Shelving in the Harvard Theatre Collection (HTC) and at HD can accept either upright or flat boxes. When a collection uses both flat and upright boxes, each type has an identifying prefix. Manuscripts in the standard-size box, whether flat or upright, have the prefix "bMS", meaning "boxed manuscript", as part of their call number. Any flat boxes larger than the standard size are called "pfMS" boxes, for "portfolio manuscript". Rarely, an upright box that is part of a larger collection must be kept at Houghton, and in that case it has no prefix, and is shelved with upright bound volumes, as simply "MS", since it is too tall for the regular boxed manuscript shelves. This was reviewed in more detail under the previous section: "Call numbers/
accession numbers, housing /storage indicators, shelving categories, and special locations".

COLLECTIONS OF BOUND VOLUMES
Some collections consist of diaries or scrapbooks, etc. In this case, the "(item number)" represents one of the bound volumes, rather than a folder full of loose sheets. Volumes that are stored upright have no prefix. Their call number begins with "MS". If they are shelved flat, their call number will begin with "bMS" whether they are in a box or not, because all flat items that approximate the size of the standard flat box (11x15x3") are shelved in the same area. In this instance "b" means "boxed", but also refers to a specific area of the stacks. There is a separate section on end-processing single items that applies to end-processing such collections.The difference between a collection of bound volumes and a single item bound volume is that the single item will not have an OASIS finding.



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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

README.txt

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

  • 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.

  • Create GUIDELINES for the front of the corrections notebook for large or complicated collections. 
  • Create a Finding Aid Corrections notebook by putting a printout of the OASIS finding aid into 3-ring binder.
    Use red pen and "post-its" as tabs to note corrections.
  • Examine document for diacritics before and after labels are formatted. See "Troubleshooting" at end of "Labeling large collections" document below.
  • Follow instructions for Labeling large collections.
  • Create label template in ACCESS using  the Manuscript Label database in the COLLECTIONS FOLDER.
  • Have cataloger proof draft of first sheet of labels.
  • Fill out an End-processing instruction sheet for the notebook (student completes verso),
  • Discuss "Goals, Expectations, and General Procedures for students" with student assistants.
  • Gather data for box labels and item records during end-processing, following 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).
  • Log out the finished collection, recording number of folders, date shelved, etc.
  • On the directory, move the folder for that collection to a folder marked "finished" for that fiscal year.
  • At end of fiscal year, archive the folder on a memory stick for use in the event of future recataloging or to help locate missing items.

Alternative Steps for end-processing collections : abbreviated folder labels 
SEE:  Simplified folder labels for a collection


Responsibilities of students : all collections

  • Unfold all material unless it protrudes or nearly protrudes from the folder afterwards.
  • Do not try to flatten random creases or dogears (bent corners).
  • Remove paper clips by bending rather than sliding, as instructed.
  • Remove staples with microspatula as instructed, unless the staples are part of the binding of a pamphlet.
  • Remove brads, straight pins, etc. only if instructed to do so.
  • Flag photographs or other unusual material, as instructed.
  • Note item numbers and describe any problems or questions, as instructed.
  • Interleave or otherwise segregate harmful or delicate material as instructed
  • 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, unless instructed.
  • Adhere label to front of folder, as instructed.
  • Keep erasure spread minimized so it doesn't get into the folders.
  • When an item is labelled incorrectly and the folder is going to be reused--be sure to line through the old label in pencil as soon as possible so that there is no confusion about whether something is missing from that folder. Also double or triple check to make sure nothing is in it before giving it to the supervisor to be used as scrap.
  • Inform supervisor of items that still have cataloger's notes in them
  • Discard any incorrect or irrelevant labels before you leave for the day, so there will be no confusion about items being overlooked.
  • Make temporary box labels and enter box label data into excel spreadsheet as instructed
  • Do not use pens of any kind around manuscript materials.

    Follow the End-processing instructions sheet for each collection, and complete verso, after reading Goals, Expectations and General Procedures listed above.
    Follow any special Guidelines (for sample, see: Guidelines in the notebook, if any, as instructed.)
    Read and follow all sections concerning students below.

    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.
    Items at the beginning or end of a box range that are shelved out of sequence do not need dummy folders because that information appears on the box label.
    Use brackets to denote folders. However, folders are only specified when the sequence is broken and continues to a new box. On a box marked: (377)-(378), where item (377) has twelve folders, but all twelve are in the same box, there is no need to indicate the range of folders. If the sequence of folders was broken, the labels might look like this:
    Box 9: items (376)-(377 [2])
    Box 10: items (377 [3]-[5])
    Box 11: items (377 [6])-(378)

    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.

    EXCEL BOX.LIST DOCUMENT
    We no longer use the excel spreadsheet "Box.list" to record the correct prefix (b, or pf), the range of item numbers in each box, items needing "dummy folders", and other notes, such as missing items or other problems of any sort. It proved to be too time-consuming and caused confusion because it made for one too many places in which to keep and duplicate corrections. See CORRECTIONS TO THE FINDING AID.

    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.

    FOLDERS AND ITEM NUMBERS
    Catalogers sort collections into folders and number them. They sometimes they number smaller collections in pencil, but for larger ones, they use removable stickers. The end-processor will print these out for the catalogers from the Manuscript Log database. They can also be printed using the removable stickers word document. Great care must be taken not to print these on permanent labels instead of removable ones (use Avery 6467).]
    After matching the item number of the permanent label with that of the removable sticker, affix the label and rub it down well, especially on the corners and edges, with a teflon folder. Then place the removable sticker neatly on a piece of scrap paper and keep those all in order until the collection is finished. That way if an item is missing we'll know whether or not we saw it.

    FOOD AT WORKSTATION
    Drawers at the workstation are marked "no food". Students should take breaks (a 15 minute break every 3 hours) and eat in the staff lounge or outside the building. A bottle of water is alright as long as it is kept capped and away from collection material; and is taken home or stored in staff room at end of shift.

    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.

    NEGATIVE ON FILE STICKERS
    A blue dot pasted anywhere on a folder (any folder any time) is our symbol that a negative or slide is on file. Let the manuscript end-processor know if you see any blue dots anywhere by noting the item number.

    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
    Remove all staples at upper corners and random staples. See "Binding Materials" for when to leave staples in. Do NOT 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.

    TRANSFERING ITEMS FROM ACID-FREE FOLDERS
    We have a stock of re-useable acid-free file folders that catalogers usually use for sorting collections. They come in various whites, and in a greenish tone. When transferring materials out of these folders, please turn them completely inside-out and stack them in an up-turned Paige box. If they all face the same direction (i.e. all fold edges going same way in box) they will tilt and start to fall out of the box. Once they start tilting, change the direction you are stacking them and it will even out. This makes for a neatly filled box of empty folders, ready to be re-used by the catalogers on another collection. When the box is full, stick the front of one of the folders out of the front of the box and store with other boxes of empty folders. It is best to separate out the greenish ones as they don't erase very well. We sometimes find other uses for them.

    TRANSFERRING ITEMS FROM NON-ACID-FREE FOLDERS
    Catalogers sometimes use old folders to sort collections, and expect us to transfer material into new folders. If it has been determined that the old folders are not acid-free, you will be asked to unfold them completely as you go along, to make sure there is nothing left behind, and rip them in half along the fold. Then shake them gently as a double-check, and give them to the supervisor to dispose of. We never throw out any old folders without opening them and tearing them in half first.
    Do not stack the folders as you go along, intending to unfold and tear them afterwards, as this creates another chore and a pile, which cause confusion. Someone may come across a pile of folders and take them, thinking they are empty and re-useable, only to find a manuscript accidentally left behind. And, if someone takes such a pile and decides to throw it out, then anything that was left behind would be unknowingly lost.

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APPLYING SELF-ADHESIVE LABELS TO ACID-FREE FILE FOLDERS
Position manuscript material away from the reinforced tab of the file folder.
Work slowly so label doesn't accidentally adhere to manuscripts.
Label should cover any penciled text on the upper left tab and sit about 1/16" below top edge
Text that might protrude should be erased before the label is affixed to avoid smearing ink.
Use white Mars plastic Staedtler erasers for folders, sweep work area frequently into wastebasket.
Be consistent with placement in a given collection, once the location is chosen.
Do not reapply spoiled labels: keep a list of reprints needed.

FILLING AN UPRIGHT DOCUMENT BOX
There are acid-free board "spacers" available to prevent this from happening. There is also both a thinner and a wider version of the document box available. If you cannot slip your hand into the back of the box, it is overfull. But it is also important not to under-fill the box. The folders and their contents will start to slip and curl at the bottom if the box is not adequately full. Consult the supplies slide show.

FILLING AN UPRIGHT FILE FOLDER AND WHEN TO CREASE BOTTOM OF FOLDER
In addition to the crease along the bottom of the folder, there are two additional score lines that could be folded to adjust the thickness of the folder if necessary. When in doubt about where to crease the folder, it may be better not to crease it at all, but inform the supervisor so that they can take care of it or give you advice. The supervisor can use the guidelines below:

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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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bMS Thr 511 (filed by item number; items are added continually, out of alphabetical order)
This is a collection of Tennessee Williams typescript compositions, 1936-1979 and undated, from various different sources. One of its box labels appears in the sample book.

One difficulty in end-processing these collections is that they are in all different sizes of boxes. To assist with that, see the Box & folder sizes report in the Catchall database..

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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.
■ If there is no space for the item on the truck, use the shelves behind the manuscript end-processor's work station. If a collection is more than 2 Paige boxes, consider using the overflow area on (basement) B N-26.
■ If B N-26 is used, make sure the call number is added to the list of items shelved there and make a note of its temporary location in AEON.
■ 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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*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).


End-processing single item manuscripts : CMI 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 "Preservation – CMI boxing". We used to put these items on the "boxing shelves" on sub-basement in Houghton where they awaited measurement by Preservation staff, making an effort to keep them in order of their call numbers. Items are now measured by the Manuscript end-processor or a student trained and supervised by the manuscript end-processor, basically following the written instructions that were used by the Preservation Officer in the past, though the workflow has changed.
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).

*NOTE: CMI or phase boxes for volumes that are going individually to Harvard Depository (offsite storage) are labeled slightly differently.   End-processing single item manuscripts : Harvard Depository (offsite storage).

For examples of CUSTOM FITTED OUT CMI boxes, see:

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*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).

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:

*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).

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.

Follow steps for making abbreviated manuscript folder labels listed in simplified folder labels for a collection. Instead of printing out an OASIS finding aid, print out the first page of HOLLIS. It is much easier to work on something when you have the record printed out in front of you, and it accompanies the item until end-processing is done. Instead of taking the data for the Manuscript Log from an OASIS record, use the availability screen in HOLLIS, and use ALEPH 541 field for the accession number. Skip those portions of the document that pertain to multiple folders, as a true single item will not have multiple folders, but will be simply (for example): bMS Am 2440 Folder 1 of 3, Folder 2 of 3, etc. A single item does not normally have "(item)" numbers in parentheses like a manuscript collection does. Though occasionally a cataloger will list pseudo-item numbers in an ALEPH record when there is no OASIS finding aid.

If using a small label that has only the call number and accession number, choose the report: Spine labels numbered adjustable, so that you can enter "1 of 3", "2 of 3" in the "item" field (because "Folder 1 of 3" is too long to fit on that size label). If using a larger label, choose the Alternate folder label report instead.
If using a large full label, choose the report Adjustable Manuscript Folder label and type in Folder 1 of 2, Folder 2 of 2 into the "item" field in the Adjustable labels table in the Table list. The box label can be printed out directly from the Manuscript Log using one of the Box Label reports.
Fill out an End-processing instruction sheet for single items to be housed in document boxes, and keep it with the box, along with the ALEPH printout, call slip, and labels. Review the instruction sheet and materials with the student before allowing them to begin end-processing the collection.

If the item is to be shelved in an upright document box, follow the pertinent information on upright housing covered earlier in this document. Similarly, if it is to be shelved flat, follow the pertinent information on flat housing.
After the folders are labelled, inspect each box briefly for quality control while making sure all items are present before shelving.

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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.

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Types of manuscripts (audiovisual, clippings, photographs, printed material, realia)


AUDIOVISUAL MATERIALS.

DIGITAL DISKS : CDs, LDs (Laser disk) and DVDs
CDs and DVDs should be removed from housing that is not polypropylene and stored upright in a polypropylene case. If they occur in a flat manuscript box, they can be removed and stored and labelled as MS, and the finding aid can be annotated accordingly. If it is necessary to keep the old housing, they can be stored upright together on the shelf and labelled 1 of 2, 2 of 2. Large numbers of cds/dvds can be put in boxes in order to keep them with a collection, if necessary, as long as they are in polypropylene cases and stored upright. If a folder contains both letters and a cd/dvd the finding aid can be annotated "cd/dvd shelved as ms". The folder label include the same information. Consult Preservation Librarian about LDs.
 


Audio material:

MAGNETIC TAPES
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.

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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.
 


Visual material:

DVD
See: Audio, DIGITAL DISKS.

MOVIE FILM (16mm. etc.)
Movie film reels should be stored flat (according to the Preservation Librarian). If film is in good condition, stable, not warped, doesn't smell, is polyester-based, etc. it can go to COLD STORAGE. Ask Preservation for advice, as protocol can change.
If the film is warped, smelly, non-polyester based, i.e. very old, unstable-seeming in any way, it should go to "COLD" storage at H.D. Items that go to H.D. in a plastic bin need only have the plastic bin itself marked "COLD STORAGE". However, for mss. we also currently use labels that say "COLD STORAGE" for each individual box going to H.D., so that we (at Houghton) don't get confused. We let H.D. know that some cold storage items are coming, but mostly it is the signs on the boxes and bins that alert them. They then have their own system for recording the fact that these items are kept in cold storage.  Films are either acetate, nitrocellulose, or polyester, consult the Preservation Librarian. The READY for H.D. form used to include a special form for cold storage, but we have never used it, so it was removed.

VIDEOTAPES
Betacam or Video Home System (VHS); consult the Preservation Librarian. In past these have been 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.

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 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.

PHOTOGRAPHS AND PHOTOGRAPHIC TYPES OF MANUSCRIPTS

DAGUERREOTYPES
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, however in most cases 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.

MICROFILM
Old metal canisters, or paper reels can go into microfilm boxes/cartons. If going to HD, use tissue or some other method so that they won't roll around in the box.

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PHOTOGRAPHS
Photographs are especially sensitive to fingerprints. To avoid touching 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.
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 How to use Photosleeves.

 
PHOTOGRAPHS : chemical instablility
The main thing to watch for in any kind of photograph or negative is instability--meaning that an item is off-setting onto other items, or has adhesive or other sticky substances, or labels that could stick or off-set onto other items. If an item is cloudy, the image is otherwise obscured or seems like it might have mold on it, consult the Houghton Preservation librarian.

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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.

X-RAYS
X-rays are treated like negatives. It is best to store negatives in paper that does not have a watermark. Thus far, the only paper we have is phototex. If we need to use stiffer paper on a rare occasion, we use white acid-free folder stock. Since phototex is such a thin tissue, we often make a 3-flap folder which is the same length as the longest dimension of the enclosure.
 

REALIA

FLAG 
(Housing Solution for a flag).

MATCHES

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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: MATTED PHOTOGRAPHS).


PALM LEAVES : STRING
Palm leaves are sometimes held together with string. We often leave the string intact because it keeps the pages in order. Decide on a case-by-case basis whether to remove string and store separately.


ROLLED STORAGE (oversize sheets of paper, canvas, etc., such as posters)
Below is a version of Houghton Preservation instructions, enhanced for the Acquisitions and End-processing section: (temporary–changes/ additions are in red). Basic instructions for rolling and labeling the posters/large sheets are viewable in a brief powerpoint presentation, using a mockup as a visual. *NOTE: Oversize sheets are sometimes called "posters" because these instructions were formed during a project involving a large collection of posters. We expect additional collections of posters to be acquired in the future.

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  • If there is a difference in the size of the posters, layer the stack so that the largest item is on the outside of the roll and the smallest is on the inside of the roll. 
  • Slightly stagger both the posters and the interleaving sheets within the stack and do not align either the head or tail of the sheets within the stack. Staggering the stack reduces the thickness and the hard edge that the rest of the roll will rest against. Pencil the call number onto diagonal corners of the posters and interleaving. This is to ensure that the posters can be identified no matter which end is used to start the roll.  It doesn't matter if you choose upper left/lower right or upper right/lower left, as long as you are consistent within a roll. The interleaving sheet that is below a given poster is the one that will help identify it, should the posters get out of order when they are removed from the roll. 


Download


  • Weight bottom and top edge of stack.

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Once the stack is rolled, wrap the entire thing in a small sheet of Mylar cut to a length that can circle the core with about 3" overlap. Then tie with cloth tape. The roll should have at least 2 cloth ties. A third tie can be added for larger rolls.
(*NOTE: the following video omits the last step of covering the rolled tube with mylar before tying–see below)

Below: finished rolls covered in mylar (which was omitted in the video). Shown also is the top half of one of the corrugated "anchors" being reinserted to hold the tube in place.




screenshots.makingfolderlabels.ppsxscreenshots.makingfolderlabels.ppsx

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