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Use the “Printed Materials Separated from Manuscript Collections” form (see Appendix E) when passing on printed material to the book curator. Check off “trace former owner” only in significant cases (e.g., a book by Adrienne Rich from the June Jordan papers); the source of the material will be recorded in the holdings record even if former owner is not traced. Women's periodicals present special problems. Consult the Senior Archivist.
Books within Collections
In general, books arriving as part of a manuscript collection should be removed from the collection during processing. In some cases, it may be preferable to keep books with the papers. Consult supervisor. Those volumes that are by or about the creator of the manuscript collection, or that fall within the scope of the collecting policy of the Library, should be transferred to the book curator with the “Printed Materials Removed from Manuscript Collections” form (see Appendix E). Ask the curator to notify you of their disposition, and include this information in the separation record of the finding aid, listing these volumes individually. If volumes do not fall within the scope of the collecting policy, but should be retained because they are the work of the creator of the collection, please indicate this fact in the accompanying note to the book curator.
If translations of works written by the collection's creator exist, photocopy the title page (and verso) of the translation (to document the fact of its existence), and store those photocopies with the collection. The books should then be given to the book curator with the separation form (Appendix E). Consult with the Book Curator in these cases before making a decision.
On occasion, second copies of books may be stored with the manuscript collection, particularly if the collection focuses on the creation of a publication (e.g., the making of Our Bodies Ourselves in the records of the Boston Women's Health Book Collective). Consult the Senior Archivist in such cases. If retaining a second copy within the collection, indicate its existence when transferring the first copy to the book curator. See " Printed Materials Separated from Manuscript Collections” form (example in APPENDIX E; form original in Collection Services folder). Either print out a copy of the form, or save a blank copy on your personal drive and fill in the appropriate information. The book curator will keep these removal forms on file.
When cataloged, the following information will be retained (either in the bibliographic record or on the book plate or penciled in the volume itself): the accession number (or call number) and the name of the manuscript collection from which it was removed. If a second copy is in the manuscript collection, that, too, will be noted. The book plate will read: "Received with the papers of [name of collection]." For organizational records, it will read: “Received with the records of [name of organization].”
For information on “Recording and Tracing Ownership in the Aleph Record,” see document named “Recording and tracing sources of ms material” in the Collection Services directory on G: