Introduction

Most people think Many people outside the library world might have thought a manuscript is either a stack of 8 ½” x 11” papers, a bound medieval text, or a rolled or framed parchment of some sort. But these days manuscripts also exist on computer disks and devices. Many people might also think that labelling labeling and storing manuscripts such things would not require much effort. People often think they are skilled enough already, and could do it quickly without needing advice: probably better than anyone else. How hard could it be to get some folders and stick a label on them? Or to store and label a disk? The trouble is that there are many unpredictable aspects to end-processing (labeling) and storing manuscript collections, and challenging logistics behind labelling and housing them to be continually overcome. The trouble is, these items must adhere to logic that makes them retrievable and stores them safely. Obstacles arise from all directions. Effort from every region of the brain is required to overcome them. Consulting Keeping a manual may help. 

1It It is hard to describe the variety found in manuscripts. They can be bound volumes, or boxes of folders that might also contain anything from silver, coins, & clothing, to eyeglasses, matches, even a fried egg. Houghton Library collections include: handcuffs, swords, artwork, pressed flowers, photographs, death masks, scrapbooks, a light bulb, medieval texts, an asbestos tile, musical scores, audio tapes, playing cards, jigsaw puzzles, and human hair, to name a few. Whatever happens to have been stored with an author’s papers can make it into the library to become part of our collections. A collection can range from hundreds of boxes purchased by the library from an author’s estate, to a scrapbook of autograph letters donated by some collector. A manuscript, such as a journal, or an illuminated sheet, can also arrive as a single item, independently of any collection, whether it is a gift or a purchase. 

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When an item is too big and fragile to fit into the box with other items, 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 stack? Would the answer be the same if the folders were stored upright? How does one safely store a tintype that occurs among papers? Can an an old piece of blotting paper be discarded? What if an item smells of moth balls? Should one go ahead and remove a straight pin from an Emily Dickinson manuscript; or is it considered an artifact? Can an item safely go to Harvard Depository? How should we store and label an item that is restricted because of fragility or privacy issues? How should we affix a label to a bound volume to avoid covering text? Are we certain the wording of a bookplate is accurate and consistent with past practices? The questions never end. 

Procedures, warnings and tips for all staff new to end processing archival collections at TSASC (Technical Services, Archives, and Special Collections)

The Library is responsible for the care and security of its collections. End-processing manuscripts is an essential activity through which that responsibility is met. Consequently, maturity is expected of all staff, involving the ability to focus, follow through, be organized, follow rules, ask appropriate questions, and keep work spaces neat. Ideally, all new staff working with manuscripts and collections should be clear about (preferably written) duties and expectations agreed upon with their supervisor. Before diving into the work, read the Goals and Responsibilities, and especially these Guidelines for all. Your supervisor should provide you with things you need to do the work. Please ask them if you feel you are missing any of the basics, or if anything about your workstation requires adjustment.

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General Responsibilities as you work on archival material

Follow your supervisor's instructions above all, but in addition, be aware of the following:

• Do not try to flatten random creases or dogears (bent corners).
• Interleave or otherwise segregate harmful or delicate material. Ask the end processor 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 and consult the end processor and your supervisor.
• 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.
• Ask the end processor for assistance with anything that does not fit in standard supplies (file folders and boxes)
• Always notify your supervisor or the end processor if you see something fragile or otherwise problematic.
• Consult the end processor if custom labels or housing seem to be needed
• Do not invent your own solutions for anything problematic, ask first
• Use only archival paper strips (provided at student workstations) when a marker is required

IF YOU ARE WORKING ON A COLLECTION (rather than a single item)
Talk to your supervisor about these BASIC PROCEDURES, WARNINGS, AND TIPS:

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 folders. 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 ask your supervisor whether to remove them. And consult the end processor if you intend to proceed. For the most part we don't spend time removing these things. So do not proceed without clear instructions from your supervisor. It might be that the materials should be left in if they are part of a formal-looking "binding", or in a pamphlet. Sometimes the binding can have research or artifactual importance. And, sometimes brads and thread are removed as they can more readily damage the paper during digitization. Certain kind of brads are not removable 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 or wanting brads or staples removed. Before going ahead and removing staples, get instruction from the end processor. See "REMOVING STAPLES"

BOX LABELS
For flat boxes, place a label holder on the center of the short end of box about 1/16" away from bottom, rubbing it down with a teflon folder as instructed. That way the label won't be obscured on boxes having a short lid. Apply label holder vertically on upright boxes, an inch or two from bottom.  Or use self-adhesive box label holders to make temporary labels that list the call number/box number. Do not use post-it notes because they fall off. Do not label the tops of boxes because they will be obscured when shelved. Do not write directly on the boxes. This slide show, called Temporary housing for preservation projects.ppsx, shows why.

FOLDER LABELS
Always ask for a demonstration from the end processor before applying labels to folders. How to make, whether to make, who will make, what text to include, and orientation of labels are questions answered in coordination with end processing before you begin. This is an important step even if only using a penciled "label". Labels always go near the folded edge of the folder. And the fold is situated in the box along this (long) "drop down" side. This allows for thumbing through the folders easily. There are different conventions for oversize folders shelved in drawers.

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