Page Comparison

The procedure for creating series numbers is as follows: 

• Arch Series #s sheet: scroll down the list of collections to find the next five digit number in the list of archival collections. Add the series title and next series number on the list as a new entry to the sheet.
  

 

Location Designations

Location is indicated by an alphanumeric number encoded with row, unit, and shelf location (for records in the stacks) or by the code “HD” (for records stored at the Harvard Depository). This information is maintained in the ArchivesSpace accession record, as well as on the Accessioning Checklist.

Rule: Newly accessioned records are assigned a location when they are moved from the “New Accessions” area of the stacks to regular stacks storage or shipped to the Harvard Depository. 

Rule: As existing holdings are processed and moved out of call number order, they are assigned a location in the stacks or Depository as above.

 

Changes to Series Numbers, Office Codes, and Locations

The structure of the school changes periodically. Changes will be made to name authority tables or office codes at the point in time when a records action is initiated, that is, when additional records are surveyed, acquired or processed and described. 

• Most changes will relate to the name of the entity only and will require changes solely to HMS/HSDM/HSPH office code sheets in Accessions_CollectionNumbers.xls. 
• If structural changes include the transfer or alteration of functions, the office code may be rendered defunct and a new office code assigned. Such changes will be recorded in the HMS/HSDM/HSPH office code sheets. In cases where an ongoing series is unchanged, it will continue to have the same series number. Holdings under the old office code will continue to be identified by that office code, thus these series will be linked to two office codes. 
• If the series also changes as a result of the office’s change in function, the series will be rendered defunct and a new series and series number will be created. To identify non-continuing series, place an “x” after the series number. [Please note that as of December 2011, this rule has never been applied.]  
  
• If the only change is the office name and there are no changes to the office structure/function, update the N: drive control file name to the new office name.
  

EXAMPLE 

Was: 

• Department of Pathology (1990-1998): M-AD08 (defunct office, merged with Dept. of Microbiology and Immunobiology; not used for records created after 2011) 

Now:

• Dept of Microbiology and Immunobiology (2011- ): M-XXXX (new department) 

EXAMPLE 

A structural change occurred in 1998 that merged facilities and planning functions. 

Was: 

• Planning Office (1847-2011): M-CD03 (defunct office, merged with Department of Biochemistry; not used for records created after 2011) 

Was: 

• Facilities (1990-1998): M-AD07 (defunct office; not used for records created after 1998) 

Now: 

• Planning and Facilities (1998- ): M-AD02 

As a part of this change, the function of recruiting basic science faculty members was moved from the Planning Office to Financial Operations and Analysis. The function and records documenting recruitment planning have not changed, so the series number will remain the same. The series will be linked to its two creating offices. 

Official Names and Office Codes: Series identified as: 

• Planning Office (1990-1998): M-AD08 Recruitment files (1990-1998) AD08/0040 
• Financial Operations and Analysis (1990- ): M-AD03 Recruitment files (1998- ) AD03/0040