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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!
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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