Broadsides and flat files are processed as below (subject to revision), with this variation:
Broadsides and flat files for processing by rare book catalogers are brought into the collection in the same manner as other printed material.
While being accessioned, this material is placed in appropriate folders by Acquisitions staff.
When creating holdings records, the sublocation code is changed from GEN to one of the following, based on (decreasing) size:
PPF - 28" x 38" (full drawer)
PFD - 18" x 24" - (half drawer)
PFD - 11" x 15" - (half drawer)
Accessioned and foldered broadsides are placed in the broadside rack in the books end-processing area.
These procedures were in place prior to February 2022. The page is currently under revision.
The following instructions are for acquisitions staff and primarily pertain to printed flat files being sent to rare book catalogers. Changes in procedure over time have also been noted below.
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Printing and Graphic Arts flat files (such as those cataloged TypDr) are stored in custom-made boxes, of different dimensions than the following folders. Historically the curator would provide the necessary folder already cut to size when delivering the item to Acquisitions for processing. For more information about P&GA flat file sizes see Sz, Sz2, Sz3, and Sz4 under Typ Classification - Obsolete (reference page only).
As of 2018, Harvard Theatre Collection broadsides and flat files are treated handled by the Manuscript Section and should be routed to MS Accessioning. See Harvard Theatre Collection ephemera procedures.
Folder Sizes
- 10" x 13" (25 x 33 cm.) – for items given a regular Houghton Library accession number.
Used for material classed according to the Houghton Main Author scheme, AB-ZB.
For the main Houghton author class, the b to indicate broadsides is applied internally, to the second digit of the first part of the call number (therefore AB85 replaces AC85). See also the Rare Book Section wiki for Houghton Main Author Class and Broadsides.
Applicable Alma codes: HOU GEN
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- 11" x 15" (28 x 38 cm.) – previously used for items given a P&GA or Theatre Collection accession number.
Used for Typ classed material and TS or otherwise classed Theatre material. The call number will have a prefix “b” to indicate it is a small broadside. See Hollis no. 013616355 for an example.
Applicable Alma codes: HOU B ; HOU LCB ; THE B ; THE TLCB
- 14" x 18" (36 x 46 cm) - Do not use these folders for HOU Broadsides
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Applicable Alma codes: HOU P
- OVERSIZED – for any accessioned flat file too big for the 18" x 24" folder.
When an item is too big for the 18”x24” folder, the cataloger will consult with the curator and/or end-processing to arrange for its final housing and destination. Over-sized materials may be assigned the prefix PP (meaning over-sized, stored in a box) orthe prefix PFC (meaning they do not fit the PP box sizes, and are stored in the black filing cabinet instead). Incoming Theatre Collection broadsides larger than the 11 x 15" folder were housed in either a case-range half drawer (PFD), or a case-range full drawer (PPF) in Pusey prior to the new Harvard Theatre Collection ephemera workflow. End-processing can assist with procuring or cutting down to size a folder suitable for the item’s ultimate destination. For accessioning purposes, place the broadside in an 18 x 24” for minimal protection while it is waiting to be cataloged.
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*note: these sizes are not currently available for ordering, and would have to be cut by hand.
PFC Broadsides - Locations and Dimensions
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Drawer 7: TypTS
Drawer 10: HOU-LC
Theatre Collection Broadsides - Locations and Dimensions
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Stacks Location | Aleph Code | Recommended Folder Size |
Pusey P1 | PFD | 22 x 28” or 18 x 24" |
Pusey P1 | PPF | 28 x 38” |
| Pusey | POST |
Procedure for accessioning flat files:
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