Newsletters
One of our goals in holding the records of an organization is to have a complete run of its publications, particularly its newsletters. In the past the library ideally held two copies: one, an archival copy, housed in the manuscript department (filed by organization name in a MFD or Master File Drawer or with the collection), and one, for general use, in the periodical department. With the transition to a closed stack environment in 2005 and the end of the backlog project in 2013, newsletters of "our" organizations are cataloged and housed in the periodical department.
Processors working on a collection with newsletters generated by the organization should:
- Identify and sort newsletters created by the organization and transfer those titles not present in HOLLIS to Summer Unsinn, the Serials Cataloger, who will catalog each title and add holdings information.
- If we already hold the title, check the holdings record and transfer to Summer only those issues that we do not hold.
- Each newsletter title transferred to Summer should come with a separation slip. If you have multiple issues of the same title, you should place them all in a folder with one slip.
- For extant organizations, consult with Summer to make sure that the library is on the organization's current mailing list. For e-newsletters, the Library Assistant should subscribe using schacq@radcliffe.harvard.edu
- Indicate in the separation record that titles were transferred to the library's book department. List titles and issue numbers. Use the language below.
"The following items have been transferred to the Schlesinger Library books and printed materials collection:" - Indicate in the Scope and Content that titles are available at the Schlesinger Library. Use this language:
[Description of items: e.g. Later issues of the newsletter, Still Off-Beat,] are available at the Schlesinger Library; consult HOLLIS [hot link], the online catalog.
You may also find newsletters or periodicals with no direct connection to the collection you're processing. These most often fall into four main categories: 1) newsletters of "our" organizations (i.e., with their records at the library); 2) other newsletters related to women; 3) chapter newsletters of organizations whose records we hold (NOW, NWPC, NARAL); and 4) newsletters outside our collecting scope.
For 1) newsletters of "our" organizations (other than the one you are processing):
- Identify and sort newsletters created by the organization and transfer those titles not present in HOLLIS to Summer who will catalog each title and add holdings information.
- If we already hold the title, check the holdings record and transfer to Summer only those issues that we do not hold.
- Each newsletter title transferred to Summer should come with a separation slip. If you have multiple issues of the same title, you should place them all in a folder with one slip.
Indicate in the separation record that titles were transferred to the library's book department. List titles and issue numbers. Use the language below.
"The following items have been transferred to the Schlesinger Library books and printed materials collection:"
For 2) other newsletters related to women:
- Wait until you've finished processing the entire collection and address all periodicals at the same time.
- Check titles in HOLLIS. If issues fill holes in library holdings, give them to Summer.
- Each newsletter title transferred to Summer should come with a separation slip. If you have multiple issues of the same title, you should place them all in a folder with one slip.
Indicate in the separation record that titles were transferred to the library's book department. List titles and issue numbers. Use the language below.
"The following items have been transferred to the Schlesinger Library books and printed materials collection:"
- Beginning in 2015, we will no longer add material to the constructed collection Women's Newsletter and Periodical Collection (Pr-4).
- If you have one or more issues of the same title, not found in HOLLIS, you can give them to Summer as above, but you should first search the finding aid of the Women's Newsletter and Periodical Collection (Pr-4) in OASIS (http://nrs.harvard.edu/urn-3:RAD.SCHL:sch00376). If other issues of the title are already listed, let Jenny know. She can help you pull those issues to give to Summer for cataloging, and will update the Pr-4 finding aid.
Indicate in the separation record that titles were transferred to the library's book department. List titles and issue numbers. Use the language below.
"The following items have been transferred to the Schlesinger Library books and printed materials collection:"
For 3) chapter newsletters of organizations whose records we hold (NOW, NWPC, NARAL):
- Consult Pr-1 for NOW chapter newsletters: http://nrs.harvard.edu/urn-3:RAD.SCHL:sch00329 to see if what you have fills holes. If they do, give to Jenny, who will add them to Pr-1.
- Consult Pr-17 for NWPC Print collection: http://nrs.harvard.edu/urn-3:RAD.SCHL:sch01446 to see if what you have fills holes. If they do, give to Mark, who will add them to Pr-17.
Consult Pr-5 for NARAL state affiliates newsletters http://rs.harvard.edu/urn-3:RAD.SCHL:sch00333to see if what you have fills holes. If they do, give to to Mark, who will add them to Pr-5.
- Indicate in the separation record that titles were transferred to whatever constructed collection. Use the language below.
"The following items have been transferred to the NOW Chapter Newsletter Collection (Pr-1):
For 4) those outside our collecting scope, consult your team lead, who can help determine whether they should be discarded or offered to other Harvard Libraries. If you think they are of significant research value to another repository, give them to Book curator Marylene Altieri and she will offer the titles to the correct Harvard librarian or bibliographer.
There are also other constructed collections into which newsletters and other print material may fall. See the constructed collections document under G:Schlesinger/Collection Services. Specifically, Pr-3 (NARAL state affiliates printed material), Pr-8 (Commissions on the Status of Women collection), and Pr-16 (Pro-life newsletter and periodical collection) http://nrs.harvard.edu/urn-3:RAD.SCHL:sch01376 may be useful in determining what to do with such print or near print material.
As always, If you have any questions, please consult your team lead.