The most important change in Technical Services recently has been our use of ArchivesSpace to maintain finding aids, and the physical separation of single items from collection material in the stacks. Single items are still cataloged and shelved sequentially as they always were, though they reside in separate ranges. But collection material (mostly in boxes) are given call numbers without prefixes, and are stored according to a shelf numbering system enumerated in ArchivesSpace, which includes ranges, bays, and shelves that are physically labeled. Thus, single items are located first by their prefix, and then sequentially. All of the retrieval information resides in the call number. But for manuscript collections retrieval depends on the particular Building, Floor level, range, bay and shelf number, which gets printed on the call slip. Returning this material to its exact location is crucial to the ability to locate the items. Taking the time to understand how to locate items using ArchivesSpace and AEON is a smart thing to do.
(*for detailed information, see ArchivesSpace)
I. Navigating the current system
Using ArchivesSpace to locate material
Using AEON to locate material
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Shelving categories at Houghton and Harvard Theatre Collection (single items and legacy collections)
Shelving categories at Houghton and Harvard Theatre Collection (IN DETAIL)
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Shelving categories at Houghton and Harvard Theatre Collection (single items and legacy collections)
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*(NOTE: upright document boxes (collections only - not single items) are now stored in ranges configured for Paige boxes, rather than with MS (GEN), to avoid damaging any adjacent volumes with their metal edges. Document boxes help fill out the space left by the 2-Paige Box limit of the shelves.)
fMS = upright storage 28 cm. height/length or more*
*(NOTE: We used to shelf all "fMS" upright volumes only on the bottom shelves in Houghton and HTC because the 28 cm. or more requirement applied to both height and length, and all the bottom shelves were continuous/deeper, and taller than the shelves above. So volumes that were 28 cm. or more in ANY direction would be shelved on bottom shelves, even items that were less than 28 cm in height. Now all items 28 cm. height or more are shelved in separate ranges, and items less than 28 cm height, but more than 28 cm. length are shelved with MS (or GEN) items. This unfortunately allows the longer items to sometimes protrude into the walking space between ranges. Our current solution is to assess these longer items for being shelved in a box on their spines, so they don't protrude, or consider shelving them flat as "pf" in the usual "pf" ranges.
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Shelving categories at Houghton and Harvard Theatre Collection (IN DETAIL)
UPRIGHT STORAGE INDICATOR: MS
Items See also: Collections vs. Single Item Manuscripts
The most important change in Technical Services recently has been our use of ArchivesSpace to create finding aids, and the physical separation of single items from collection material in the stacks. Single items are still cataloged and shelved sequentially as they always were, though they reside in separate ranges. But collection material (mostly in boxes) are given call numbers without prefixes, and are stored according to a shelf numbering system enumerated in ArchivesSpace, which includes ranges, bays, and shelves that are physically labeled. Thus, single items are located first by their prefix, and then sequentially. All of the retrieval information resides in the call number. But for manuscript collections retrieval depends on the particular Building, Floor level, range, bay and shelf number, which gets printed on the call slip. Returning this material to its exact location is crucial to the ability to locate the items. Taking the time to understand how to locate items using ArchivesSpace and AEON is a smart thing to do.
A "single item" manuscript is often a volume or small number of sheets. It will not have a finding aid. Anything that has a finding aid in ArchivesSpace is a "collection". The term "single item" seems to be a Houghton invention. It is up to the curators and members of Technical Services to decide whether a given thing is a collection or a single item. The criteria is not always predictable. Single items are shelved sequentially in a few locations mostly based on physical dimensions, which are choices in Alma. Any additional location notes can be added to the 852 field, such as '$$z Shelved with....". In the case of a framed item hanging in an office, "$$x Hung in G131" uses the hidden note "x". A framed item hung in the stacks would not need to have a hidden note.
(*for detailed information, see ArchivesSpace)
Navigating the current system
Understanding manuscript call numbers
Shelving categories at Houghton and Harvard Theatre Collection (single items and legacy collections)
Shelving categories at Houghton and Harvard Theatre Collection (IN DETAIL)
Special locations
Anchor shelving categories shelving categories
Shelving categories at Houghton and Harvard Theatre Collection (single items and legacy collections)
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*note: manuscript collections were categorized in this way prior to ArchivesSpace, and were interfiled with single items. New box and volume labels are being generated for all such pre-existing collections with call numbers that OMIT the prefixes, f, b, pf, etc. Incoming collections are now being shelved separately in newly established ranges. This is known as CONTAINER MANAGEMENT in ArchivesSpace. A project, and now a regular feature of the end processing work flow.
MS = upright storage less than 28 cm. height (also called GEN)
(distinct shelving area in Houghton and HTC): mostly upright volumes; occasional upright document box.*
*(NOTE: upright document boxes (collections only - not single items) are now stored in ranges configured for Paige boxes, rather than with MS (GEN), to avoid damaging any adjacent volumes with their metal edges. Document boxes help fill out the space left by the 2-Paige Box limit of the shelves.)
fMS = upright storage 28 cm. height/length or more*
*(NOTE: We used to shelf all "fMS" upright volumes only on the bottom shelves in Houghton and HTC because the 28 cm. or more requirement applied to both height and length, and all the bottom shelves were continuous/deeper, and taller than the shelves above. So volumes that were 28 cm. or more in ANY direction would be shelved on bottom shelves, even items that were less than 28 cm in height. Now all items 28 cm. height or more are shelved in separate ranges, and items less than 28 cm height, but more than 28 cm. length are shelved with MS (or GEN) items. This unfortunately allows the longer items to sometimes protrude into the walking space between ranges. Our current solution is to assess these longer items for being shelved in a box on their spines, so they don't protrude, or consider shelving them flat as "pf" in the usual "pf" ranges.
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.
dbMS = was used ONLY in HTC indicating ranges full of exclusively regular height document boxes (NO LONGER USED because it just duplicates other ranges that can accept different boxes of the same height, like 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. [This is being phased out. Collections are now shelved like everything else].
zMS = anything in the z closet now has this prefix.
Anchor in detail in detail
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| in detail |
Shelving categories at Houghton and Harvard Theatre Collection (IN DETAIL)
The "AS" category in Alma links to an ArchivesSpace record that reveals the location within the stacks. The main shelf locations in ArchvesSpace are divided as follows:
P1 = Pusey, level one (former Houghton TS workspaces and Theatre stacks and Case Ranges)
P2 = Pusey, level two (Located in the "south" region of Pusey. Part of the Houghton Stacks that is connected to Lamont Library via a ramp)
P2,N = Pusey, level two, North (Located across a public corridor from P2. Once reserved exclusively for Theatre Collection material)
Numbers that follow the P1, P2, P2.N, designators indicate the range, bay, and shelf number as in the following example:
P2.66.3.7
(Pusey, level 2, range 66, bay 3, shelf 7), etc.
This location can be made to print onto a call slip. Consult a supervisor or Public Service Staff for most recent instructions on how to do that.
The following call number indicators no longer apply to all manuscripts, but mainly to single items. Library and shelf locations for single items are not as explicit as they are in ArchivesSpace. They follow a sequential shelving system, guided by labels at the end of each range. Collections are shelved in separate locations from single items since the advent of ArchivesSpace. The call number system is the same for collections, but the "prefix" is dropped as a size and location indicator. Single item cataloging retains the original way of cataloging, as below:
UPRIGHT STORAGE INDICATOR: MS (GEN in Alma)
*NOTE: Any single item going to HD drops the prefix (which refers to both size and location), and goes to HD simply as "MS Am 1005" (for example) rather than "fMS Am..." or "pfMS Am"... etc. and is classified as "GEN" in Alma. We do this because GEN in this instance means that there is no need for a size or location prefix because HD has it's own such systems.
Single 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 ALMA. See SAMPLE BOOK for placement and orientation of labels and folders in drawers for PFD and PPF.
Anchor special locations special locations
SPECIAL LOCATIONS
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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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shelved in: KEATS ROOM (left of fireplace) bMS Eng 1428 F. Holland Day…papers concerning John Keats… Box 1 of 1 |
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SPECIAL LOCATION, public area : Keats Room (bottom cupboards) - shelf tab = bMS Keats 10
SPECIAL LOCATION, public area : Lobby Items shelved in Lobby have the Lobby location at the top of their label or tab, then the call number directly beneath it. Roman numerals are capitalized.
- shelf tab = Lobby X.I.I MS Eng 1544 shelf tab = Lobby XI.4.7 fMS Lat 403
SPECIAL LOCATION, public area : Lowell room (shelves).
This refers to the shelves behind locked glass cabinets in the Lowell Room. There is no more space here. bMS Lowell continues in the Lowell closet, which is between the Hyde Room and the Printed Books cataloging workroom on second floor. There is no bMS Lowell in the Houghton sub-basement. shelf tab = MS Lowell 58
SPECIAL LOCATION, public area : Lowell room (cupboards) labels = Amy Lowell Autograph Collection (see also Sample Book of labels)
SPECIAL LOCATION, public area : Richardson Room This refers to shelves inside locked glass cabinets and the lower cupboards as well. Mostly taller (fMS) items are kept in cupboards, but they are not designated as "fMS". shelf tab = MS Richardson 72
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- label = pfMS Typ 762 oversize
SPECIAL LOCATION : Pusey Pusey-(non-HTC) framed items hung at ends of aisles on sub-basement-HTC) framed items hung at ends of aisles on sub-basement
- label = Hung in P44-45 *2002M-43 (pf)
SPECIAL LOCATION : Offices in Houghton or other places (use the official map of the building/rooms from Librarian's office) each room has a number.
- label = Hung in P44-45 *2002M-43 (pf)G151
SPECIAL LOCATION : Vault
- label = bMS Thr 432 (40) SHELVED IN VAULT - FRAGILE - Light Bulb
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- shelf tab = zMS Am XXXX (However some items in the Z-closet have been removed and cataloged differently, though retaining their accession numbers which also contain a "Z", for example: 92Z-2) Items that will remain in the z closet are currently being cataloged with the prefix "zMS".
USING ARCHIVESSPACE TO LOCATE MATERIAL
USING AEON TO LOCATE MATERIAL
For collection material, use the ArchivesSpace Containers tab. To print locations on the AEON Slip click Import Container and Citation, save, then print.
