Overview
Addenda may be processed separately as its own collection (e.g., Woman's National Farm and Garden Association (MC 594); Hildegard Peplau; Betty Friedan, Rutland Corner House) or combined with a previously-processed collection.
In order to reduce the need for researchers to view several finding aids to conduct research in a single entity’s papers or records, we will now incorporate smaller addenda to previously existing finding aids as a matter of course. In these instances addenda will be refoldered, labeled with the existing MC #s, and arranged intellectually in previously created series when possible. In some cases such interfiling may not be possible and addenda may simply be listed at the end of a collection.
Treatment of addenda should be decided on a case-by-case basis in consultation with your team lead. One of the issues to take into consideration is whether the photographs in the original container list have been cataloged (using the accession number) and would therefore have to be renumbered. Another consideration (Public Services should be consulted) is where the addenda is shelved vis a vis the original part of the collection. Examples below are a few of the possibilities.
New "additional" collection | Integrated into existing MC# | Combined with existing container lists to create new MC# | Integrated into "old" MC # (with only folder numbers in old finding aid, not box and folder numbers)
Addenda that will be processed as its own collection of "Additional Papers" or "Additional Records":
Heading:
- Worthy Organization. Additional records of Worthy Organization, dates (inclusive), dates (bulk): A Finding Aid
- Fawn, Jill. Additional papers of Jill Fawn, dates (inclusive), dates (bulk): A Finding Aid
Title:
- Additional records of Worthy Organization, dates (inclusive), dates (bulk)
- Additional papers of Jill Fawn, dates (inclusive), dates (bulk)
Preferred citation:
- Jill Fawn Additional papers, dates (inclusive only) etc.
- Worthy Organization Additional records, dates (inclusive only) etc.
Linking collections:
Make link to previously processed collections (<extref>) in the scope note of the new finding aid; also link to new collection from previously processed collections. Paula often takes care of the linking to the new collections from the old collection - check in with her about it when she's checking your XML tags.
Bib record:
Create a new bib record. The worksheet used during accessioning (Schlesinger ALEPH worksheet.doc), as well as instructions on creating a new record (New Mss. Records in Aleph.doc), can be found in G:\SCHLES\COLLECTION SERVICES\MANUSCRIPTS\PROCEDURES\ALEPH. These instructions include information on how to install the Aleph templates for creating a new bibliographic and holdings record. When creating new records, please use these templates. Be sure to include the 544 field to indicate related materials at the Schlesinger Library; see Appendix B for more information.
Box labels:
Should reflect the "Additional":
Worthy Organization
Additional records, dates (inclusive), dates (bulk)
Access forms:
Update or create access forms as needed. If same terms apply, add new collection number to existing form (e.g., Rutland Corner House).