[updated 2020]
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If there are no restrictions, state that fact (as per DACS). If there are restrictions such as a remote housing location or hardware/equipment needed for access, include a note. Be as specific as possible. Describe the nature of the restriction using the precise language according to the Houghton 2012 Restrictions Policy document. When restrictions are removed, we trace the history of the restriction by recording: “Formerly restricted.” See examples below for possible wording.
Indicators were enabled in ALEPH in February 2009. We use them to distinguish whether the collection has or does not have restrictions.
IndicatorsAll collections in processing and end processing should include a restriction for this reason. If only a portion (a series or smaller group of archival objects) is in end processing following processing, please add a restriction for that series or portion here as well. This has been implemented in summer 2022 to simplify workflows for the reading room.
Indicators were enabled in ALEPH in February 2009. We use them to distinguish whether the collection has or does not have restrictions.
Indicators:
1st (Restriction)
<Blank> No information provided
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- 506 0_ $$a Collection is open for research.
- 506 1_ $$a This collection [or a portion of this collection] is shelved offsite. Retrieval requires advance notice. Check with Houghton Public Services staff.
- 506 0_ $$a Collection is open for research.
RESTRICTIONS POLICY #1
- 506 1_ $$aRestricted: fragile; use surrogate. For access to original consult curatorial staff. [shows indicator for restrictions]
If a surrogate copy must be used, state the restriction in the >506 and also enter the surrogate information in >845
RESTRICTIONS POLICY #2.
- 506 1_ $$aRestricted: fragile; consult curatorial staff. [shows indicator for restrictions]
Surrogate copy is not available. Do not specify which curator. Public services staff will determine which Houghton curator maintains authority of the materials.
RESTRICTIONS POLICY #3.
- 506 1_ $$aRestricted: special handling required; consult curatorial staff for appointment. [shows indicator for restrictions]
RESTRICTIONS POLICY #4.
- 506 1_ $$aRestricted: unprocessed; consult curatorial staff. [shows indicator for restrictions]
RESTRICTIONS POLICY #5.
- 506 1_ $$aRestricted: limited access; consult curatorial staff. [shows indicator for restrictions]
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Restrictions during processing/end processing:
Implemented summer 2022 to ease the reading room's stress locating materials being processed or end processed. Processing archivists are responsible for adding the processing notes and removing at the end of processing, or adding an end processing notes. The head of the manuscript section will remove the end processing notes once notified by the End Processor that this work is completed.
If a full or part of a collection is in processing:
- 506 1_ $$a The collection [or a portion of this collection] is closed for processing, YYYY.
If a full collection is in end processing:
- 506 1_ $$a The collection is closed for end processing, YYYY.
If part of a collection is in end processing:
- 506 1_ $$a Series I of this collection is closed for end processing, YYYY. The remaining portions are open for research.
RESTRICTIONS POLICY #1
- 506 1_ $$aRestricted: fragile; use surrogate. For access to original consult curatorial staff. [shows indicator for restrictions]
If a surrogate copy must be used, state the restriction in the >506 and also enter the surrogate information in >845
RESTRICTIONS POLICY #2.
- 506 1_ $$aRestricted: fragile; consult curatorial staff. [shows indicator for restrictions]
Surrogate copy is not available. Do not specify which curator. Public services staff will determine which Houghton curator maintains authority of the materials.
RESTRICTIONS POLICY #3.
- 506 1_ $$aRestricted: limited access; use surrogate. For access to original, special handling required; consult curatorial staff for appointment. [shows indicator for restrictions]
RESTRICTIONS POLICY #7#4.
- 506 1_ $$aRestricted: donor/depositor permission required; $$3[collection/series/folder/item] closed until YYY MONTH DD or on deposit]; unprocessed; consult curatorial staff. [shows indicator for restrictions]
RESTRICTIONS POLICY #8#5.
- 506 1_ $$aRestricted: closed for cataloging until [YYYY MONTH]. limited access; consult curatorial staff. [shows indicator for restrictions]
RESTRICTIONS POLICY #9#6.
- 506 1_ $$aRestricted: closed for conservation. [limited access; use surrogate. For access to original, consult curatorial staff. [shows indicator for restrictions]
RESTRICTIONS POLICY #7.
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- 506 1_ $$aRestricted: donor/depositor permission required; $$3[collection/series/folder/item] closed until YYY MONTH DD or on deposit]; consult curatorial staff. [shows indicator for restrictions]
RESTRICTIONS POLICY #8.
- 506 1_ $$aRestricted: for legal or university policy reasons; available closed for cataloging until [YYYY MONTH]. [shows indicator for restrictions]
RESTRICTIONS POLICY #9.
- 506 1_ $$aRestricted:closed for conservation. [shows indicator for restrictions]
RESTRICTIONS POLICY #10.
- 506 1_ $$aRestricted: for legal or university policy reasons; available [YYYY MONTH]. [shows indicator for restrictions]
541 Immediate source of acquisition.
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561 1_ $$a Collection was reorganized given by various Enfield family members before being acquired by the members of the Enfield and Weld families tothe Litchfield Historical Society. $$5 hou
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561 1_ $$a This collection was given to Jane Freilicher by Nell Blaine in 1960 (see their correspondence, 1957-1960, MS Am 2072). $$5 hou
561 1_ $$a Previously on deposit at the Houghton Library, 1988-2018. $$5 the
561 1_ $$a Ownership prior to this acquisition is unknown. $$5 the
561 1_ $$a Acquired by the Harvard Museum of the Ancient Near East (then the Harvard Semitic Museum) from J. Rendel Harris, 1905 (accession no. 4064). $$5 hou
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561 1_ $$a Forms part of the Julio Mario Santo Domingo Collection. $$5hou $$5 hou
Combine this with a >710 in the bib record to indicate the collection:
710 2_ $$a Julio Mario Santo Domingo Collection.
584 Accumulation and frequency of use note. Optional
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$$b Sublocation or collection. Enter HOU or THE. (This must be in CAPS.)
$$c Shelving location. A separate holdings record is needed for each type of shelving location. Again, the entries must be typed in CAPS.
The following locations are now to be recorded as "AS", for ArchivesSpace; these designators are noted instead in the location field in the ASpace resource record:
GEN if the call number has no prefix (means most is codex, MS, that is, up to 27.99 cm. )
F f (i.e., folio: shelved with this-size items, that is, 28 cm. or taller up to 45.99 cm. )
B b ( i.e., in the boxed-manuscript section of the Houghton stacks)
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. Again, the entries must be typed in CAPS.
For materials that are stored onsite, specific stack locations are tracked in ArchivesSpace.
AS (this includes materials stored at all locations in Lamont, Pusey, and Houghton including the vault).
For materials stored at HD, the location should remain "HD".
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$$m Shelving sub-location. Use for Lobby location, Hyde Back Stacks, etc....
Examples:
$$m Lobby X.1.1
$$m Hyde Back Stacks
$$m Vault
$$m Lamont Map Room
sparingly.
$$x Non-public note. This note is currently occasionally used to record former call numbers and locations, temporary locations, info on microfilming or photograph, but it is optional and not always deemed necessary.
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$$x Microfilmed as 1987MF.
$$x Item (45) sent to conservation lab. [a potential use]
$$z Public note. "This subfield contains a note relating to the location of the item identified in the field. The note is written in a form that is adequate for public display. A note not for public display is contained in subfield $$x (nonpublic note)."
Examples:
$$z Shelved with bMS MS Am 2343-2344.
$$z On display in the Dickinson Room.
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