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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)I.

Navigating the current system

Using AEON to locate material

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

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shelving categories shelving categories

 Shelving categories at Houghton and Harvard Theatre Collection (single items and legacy collections)

*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.*

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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.

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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)

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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)

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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.

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special locations special locations

SPECIAL LOCATIONS

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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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

• 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 G151 

SPECIAL LOCATION : Vault

• label  = bMS Thr 432 (40) SHELVED IN VAULT -  FRAGILE - Light Bulb

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For collection material, use the ArchivesSpace Containers tab. To print locations on the AEON Slip click Import Container and Citation, save, then print.

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