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See the Archival Collection Processing Manual : Step-by-step guide: Unprocessed to End Processed and End processing for processed archival collections.
When in doubt, talk to end processing!
It is important to collaborate with the end processor on the orientation of a collection before you begin processing, so you don't waste time or supplies having to redo work. The first thing to do is check in with the end processor about what kind of boxes you should use. Be sure you understand how to label the boxes and the folders, no matter what the configuration. It may be especially important to collaborate on existing or hybrid level collections that are being enhanced or redone. For example, the Hofer inner office has flat files full of various non-standard sizes of folders that don't follow conventions for sizes or locations. When uniquely processed collections like this need to be re-housed, there are considerations about where to shelve, what becomes of remaining material that will one day need re-shelving, what might be a good use of the unconventional drawer sizes, perhaps to solve some other unrelated housing concern, what size supplies to use, etc. in order to make the collection more standardized and accessible according to our current conventions. Once the basic wishes of the curator are known and discussed, it is best to simply inform and hand over the housing for the end processor to "preprocess" the material in the most concise way possible, and get it shelved in accordance with some previously, and some newly-established shelving practices. Having the end processor do the preliminary work makes things simpler for everyone.
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Collections with a lot of small objects, small bound volumes, or decks of playing cards, etc. should be handed over to the end processor, as we have various small boxes that fit perfectly inside of the basic flat clamshell boxes, and could provide a solution. Certain sizes of prefabs can also be made to serve as inner containers. A box full of "mundane" objects, such as staplers, tape dispensers, rulers, scissors, etc., from an author's desk, for example, could be arranged quickly in zip-lock bags for easy viewing and handling during an unanticipated reader's need. On the other hand, such objects could be stored carefully in inner boxes with tissue, carefully labeled, etc. It would depend on how we expect readers to approach the items both intellectually and physically. As with any other non-standard material in a collection, problem items should go to end processing.
The basics : Paige box use
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: storing volumes
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A collection of papers stored upright inside a #14 paige box is organized very simply and hopefully will usually fall inside the maximum weight for the box, which is printed on the box itself. (There is a scale if needed, in the Preservation Alcove). However, bound volumes stored upright (or a combination of upright and flat) in Paige boxes can lend themselves to disorganization and excessive weight. This will often cause the box to be returned to the end processor because it is starting to break apart. Or the contents have become a puzzle that can't be fit back in. Unless the organization has some thought or standards applied, volumes can be put back into the box by patrons or staff on their front boards, which will cause their detachment over time. This is why boxes containing volumes stored in Paige boxes need to sometimes have a label that requires people not to return them to the box on their front boards. And, it is why some basic standards may help in filling such boxes especially when smaller volumes are combined with larger ones in the same box. SEE ******
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sample folder label created in ArchivesSpace:
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Balʹtermant︠s︡, D. (Dmitriĭ). Women grieving over bodies of killed civillans in Kerch : black and white photograph, 1942
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(Goes on upper left of reinforced edge of archival file folder, or upper left, next to fold, and parallel to top of the white acid-free 2-flap file folders used in flat boxes. Use a teflon folding tool to smooth down the labels with pressure)
MS Russ 145 |
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Box 1 Folder 7 Balʹtermant︠s︡, D. (Dmitriĭ). Women grieving over bodies of killed civilians in Kerch : black and white photograph, 1942 HOUGHTON LIBRARY |
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sample box label created in ArchivesSpace:
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MS Thr 1097
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for both flat and upright boxes
(The top margin is big so that text can be read below our partially lidded clamshell boxes)
MS Thr 1097 Lucinda Ballard papers, 1939-1986 |
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Box |
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1 HOU HD barcode |
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HOU HD and HOU THE (for theatre) stickers are available from the end processor. Containers that remain onsite do not need these stickers.
sample box label : for HALF-HEIGHT boxes (flat)
Labels for half-height boxes are the same ones used for manuscript folders. Ask the end processor for help. For details in the end processor's guidelines, see
Labels for half-height boxes are the same ones used for manuscript folders. Ask the end processor for help. For details in the end processor's guidelines, see
Anchor upright upright
I. End-processing an upright collection.
| upright | |
| upright |
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Creasing folders with thick contents, part I
Creasing folders with thick contents, part II
VOLUMES STORED UPRIGHT
Collections going offsite that are primarily volumes can include a variety of sizes. Multiple smaller volumes can sometimes go upright in a document box if oriented sideways. For larger volumes, if the bottom of the text block is flush or slightly longer than the bottom edges of the boards they should be stored flat, or on their spines, if possible, to prevent wear on the pages.
*IMPORTANT: If they are stored with the spines up, it will put pressure on the boards and they will eventually detach.
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UPRIGHT MANUSCRIPTS TOO TALL FOR DOCUMENT BOX
For a collection that is going to HD, use an extra tall (12 ½") Hollinger box for items that are best stored upright but do not fit into the regular size document box. DO NOT use a tall document box for HTC items that will be stored onsite, as they exceed the dimensions of the shelving. Use of the tall document box may be re-evaluated so that the number of different kinds of boxes and supplies can be minimized. In that case, we may decide to use flat boxes for those oversize items.
Basic procedures, warnings and tips : flat collection
FITTING OUT A BOX
Here are some examples of boxes fitted out for minimal movement of contents during transport to HD. In future this level of customization may be reserved for extraordinarily fragile items. (see sample box fitted out for transport).
INTERLEAVING A FLAT COLLECTION
Interleaving is used to protect manuscripts from items within the collection that may cause damage, such as acidic newspaper clippings, or pressure sensitive tape. We often use Apollo or permalife paper, folding a larger sheet into quarters before cutting to size. Always measure your first several cuts by putting them inside a folder to make sure you are cutting correctly before cutting a large batch. Or use the template (sample) on file.We don't want them to be the exact size as the inside of the folders because they would be likely to slide past the folds and get their edges bent when the folder is closed up, or stick out of the edges of the folder. They should be just slightly (1/8" approx.) smaller in dimension than the inside of the folder. They should be almost full-size, because it keeps whatever is behind it from touching other material. We don't use 8 ½ x 11" Perma-dur or Perma life sheets, for example, because manuscripts protrude from behind it. Cut all 4 sides, in order to make them as square as possible on the paper cutter.
Especially for flat collections, we might also use thicker folder stock, acid-free board, or corrugated board to separate items that may damage each other with their bulk, unevenness, or protrusions, such as a spiral notebook. To avoid the effects of gravity on the materials, since they rest against each other, we put very fragile items, such as tintypes, or brittle photographs inside pre-fabs and store that on the top of the pile inside the box, using a pre-printed label that says "KEEP ON TOP".
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3-FLAP FOLDERS
We are using up the supply of these sturdy custom folders on collections of photographs or collections that have many small delicate pieces to be kept together. The Reading Room uses spoiled 3-flap folders to transport materials for reproduction, because they keep things from falling out. We no longer buy them because they are a bit difficult and time-consuming to fold, their thickness uses up a lot of space, and they are a bit cumbersome in the Reading Room.
Autograph files and Catchalls
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bMS Thr 511 (filed by item number; items are added continually, out of alphabetical order)
This is a collection of Tennessee Williams typescript compositions, 1936-1979 and undated, from various different sources. One of its box labels appears in the sample book.
Consult ArchivesSpace Container Management module to determine box & folder size.
Printing Labels for Archival Collections
See the Archival Collections Processing Manual : End processing for processed archival collections